Hiring vendors or contractors to provide goods or services can happen in a variety of ways.

Requesting a quote is an informal procurement process

 Use is limited to the following:

• Total cost is $50,000 or less
• SPPS staff approaches the vendor or contractor with request
• Must have at least two quotes for comparison, three is preferred
• State or Joint Powers contracts can be used in place of multiple quotes

Requesting a bid is a formal procurement process.

Used when the need or scope can be clearly defined (eg: I need X. How much will it cost?)

• Total cost is $50,000 or more
• Used for construction, goods, and services
• Vendors and contractors approach SPPS with bids to advertised solicitations
• SPPS advertises the need for at least two weeks
• Ideally three or more for cost comparison, but possible to award on single bids
• No negotiation between vendor and SPPS
• Lowest responsive and responsible bid wins

Requesting a proposal is a complex formal procurement process.

 Used when the scope is not easily defined, or the goods or services may vary between vendors (eg: My school or program has this need. How can you help me meet this and what will it cost?)

• May be needed for goods or service contract regardless of cost
• Useful when there is insufficient detail (eg: hiring a grant writer, a program evaluator, a landscaper, etc.)
• Negotiation between SPPS and vendor is built into the process
• Proposals are scored using predetermined criteria; highest scoring vendor is awarded

See specific linked procedures for exceptions, full details, and steps.