Request for Information (RFI)

This term is used when you are seeking information or determining budget. It is an instrument to conduct a market survey in order to obtain information from the market that can be used to identify available or potential solutions for fulfilling identified needs, which may include information on cost and delivery time.

Request for Proposal (RFP)

This term is used when you have a concept with a set of specifications or needs for consideration. A formal method of solicitation where prospective suppliers are requested to submit a proposal for the provision of goods, works or services, based on the specifications, scope of work, or terms of reference included in the solicitation documents. Normally used in cases where the requirements are complex; cannot be clearly or completely specified, where detailed technical evaluations are to be performed, and/or where pricing or cost may not be the sole basis of award.

Request for Qualifications

This usually refers to the pre-qualification stage of the procurement process. Only those proponents who successfully respond to the RFQ and meet the qualification criteria will be included in the subsequent Request for Proposal solicitation process.

Request for Quotation (RFQ)

This term is used when you have detailed specifications defined and the estimated budget is below $150,000. It is an informal method of solicitation whereby suppliers are requested to submit a quotation for the provision of goods or services. Requests for quotation are normally used for standard items, where the value of the procurement falls below the established threshold for formal methods of solicitation.


Formal requests submitted by departments for supplies, equipment, or services. It is not an order and is not valid off campus.

Responsible Bidder

Contractor or supplier that:

  • has adequate financial resources to perform a contract
  • is able to comply with the associated legal or regulatory requirements
  • is able to deliver according to the contract schedule
  • has a history of satisfactory performance
  • has good reputation regarding integrity
  • has or can obtain necessary data, equipment, and facilities
  • is otherwise eligible and qualified to receive award

Responsive Bid

The submitted document meets all of the solicitation requirements of the Invitation to Bid or Request for Proposal.