The Simplified Bidding Process is necessary when the estimated cost of a supply, service (except printing), or equipment is between $5,000 and less than $49,999.99. The Simplified Bidding Process may be performed by departments or will be performed by Purchasing Services. Departments may RECOMMEND awards to Purchasing Services. Simplified bidding performed by departments will be subject to review by Purchasing Services which may elect to solicit additional bids to assure the requirement for competitive bidding has been met. Official award will be made by Purchasing Services. See PRO-303 (Best Judgement Purchasing).
Simplified Bidding is not intended to circumvent other appropriate purchasing procedures. Mandatory State Bulletins must be used unless prior approval is obtained through Purchasing Services. UW-Madison and UW System (UWS) have non-mandatory contracts available for department convenience and savings. See UW Madison Contracts or UW System Contracts.
When the cost of a transaction is estimated to be $50,000 or more, Official Sealed Bids are required. Please contact your department purchasing person(s) or Purchasing Services for instructions.
Things to Consider
Ethics/Conflict of Interest. Classified Staff refer to Classified Employee Work Guidelines and Chapter ER-Pers 24 of the Wisconsin Administrative Rules. Faculty and Academic Staff refer to Wisconsin Administrative Code, UWS Chapter 8. Website:http://docs.legis.wisconsin.gov/code/admin_code/uws/8
Confidentiality of Bids. UW-Madison personnel must be careful not to give one vendor an advantage by inadvertently sharing another vendor’s prices, terms, or other bid information during the course of the bidding process.
Only information needed to clarify a specification and prepare a bid may be given out and made available to all vendors.
Vendors may ask to be notified of the bid results. Departments are not authorized to release this information until after the purchase order has been issued.
Insurance. Insurance coverage will be required from the successful bidder for service, installation, inside delivery and other work performed on campus. It is imperative that this requirement be made known to the supplier as part of the bid specification. Contact your department purchasing person or Purchasing Services for assistance in this area. Review IPP 12.
When other campus departments or other government agencies are considered viable vendors, they should be contacted and considered prior to any competitive bidding process, not concurrent with.
PROCEDURES FOR THE SIMPLIFIED BID PROCESS
IPP #12–INSURANCE: (High risk, Transportation Liability, Loaner Equipment, High Value Orders)
PPP #3–Best Judgement Purchasing (Less than $5000.00)
PRO-302 State of WI Procurement Manual
Wisconsin Administrative Code, Chapter ER-Pers 24
Wisconsin Administrative Code, Chapter UWS 8
Simplified Bidding Record
Special Conditions of Bid