Colorado
School of Mines
Solicitation Methods

Competitive Solicitation
Competitive solicitations are used based on
dol ar thresholds* for goods and services.
They are used to obtain competitive pricing
and to provide vendors a fair and equal
opportunity to compete for our business.
*Although School of Mines has determined what dollar
threshold requires competitive solicitations, there are external
compliance factors that impact the threshold limits. (e.g.: NSF
research expenditures)

Solicitation Method
Quotes for Sponsored Funds
At least 3 quotes are required for purchases between $3,500
and $50,000. Sponsored Funds are indicated by an Index
starting with a 4 or a Program Code of 1200.
Why: To assure that Mines is compliant with Uniform Guidance.
Lowest cost is the primary consideration for awarding to
vendors
When:

Goods or Services: Between $3,500 and $50,000

P-Card Purchases: Quotes must be kept on file

Solicitation Method
Quotes for All Other Funds
At least 3 quotes are required for purchases between $10,000
and $50,000.
Why: To assure that Mines is obtaining the best price on goods
or services. Lowest cost is the primary consideration for
awarding to vendors
When:

Goods or Services: Between $10,000 and $50,000

Solicitation Method
Documented Quote (DQ)
A request for a Documented Quote (DQ) will be publically
posted for at least 3 days.
Why: To assure that we obtain the best price for higher dol ar
purchases. Lowest cost is the primary consideration for awarding
to vendors.
When:

Goods: Between $50,000 and $150,000

Services: Between $50,000 and $150,000. Services above
$100,000 will also require a formal contract to be executed.
Example: 5 Olympus Microscopes with accessories totaling
$55,970.50

Solicitation Method
Sole Source
A Sole Source requires approval by the Director of Financial Planning and
Business Operations and is for exceptions only. It is a procurement made
without competition and stil requires the notice to be publically posted
for 3 days. It requires documented justification provided by the requestor.
Why: There is only one solution for a purchasing need. Other solutions do
not exist or using an alternative creates undue hardship and threatens
business operations.
When: Sole Sources are used on a rare exception basis when competition
is otherwise required.*
Example: Purchasing additional modules for our Enterprise System,
Banner.
*Many formal protests result from sole source requests and have delayed the
procurement process.

Solicitation Method
Invitation for Bid (IFB)
A request for an Invitation for Bid (IFB) will be publically
posted for at least 14 days. This is a sealed bid with a more
formal process for reviewing responses.
Why: IFBs are used in cases where the exact specifications for
a desired purchase are already known. To assure that we
obtain the best price, the lowest cost is the primary
consideration.
When:

Goods: Above $150,000

Services: Above $150,000 – Services above $100,000 will
also require a formal contract to be executed.
Example: Furnishings for the new dining hall totaling
$213,906.68

Solicitation Method
Request for Proposal (RFP)
A Request for Proposal (RFP) is a solicitation where the primary
consideration for award is not limited to price. The RFP is publically
posted for at least 30 calendar days.
Why: Request for Proposals are used to find solutions to a purchasing
need that can be evaluated on factors not limited to price.
When: RFPs are used for purchases over $150,000 (not limited to
purchases only over $150,000) when the entire solution wil be evaluated
for many factors, including price.
Example: Determining which company wil provide campus-wide dining
services.

Solicitation Methods
Threshold
Solicitation Method
Applicable
$3,500 < X> $50,000
Quotes for Sponsored Funds
Why: To assure that we is compliant with Uniform
Guidance. Lowest cost is the primary
consideration for awarding to vendors
$10,000 < X> $50,000
Quotes for All Other Funds
Why: To assure that we is obtaining the best price
on goods or services. Lowest cost is the primary
consideration for awarding to vendors
$50,000 < X > $150,000
Documented Quote
Why: To assure that we obtain the best price for
higher dol ar purchases. Lowest cost is the
primary consideration for awarding vendors
$50,000 < X
Sole Source
Why: There is only one solution for a purchasing
need. Other solutions do not exist or using an
alternative creates undue hardship and
threatens business operations
When: Sole Sources are used on a rare exception
basis when competition is otherwise required
$150,000 < X
Invitation for Bid
Why: IFBs are used in cases where the exact
specifications for a desired purchase are already
known. To assure that we obtain the best price,
the lowest cost is the primary consideration.
$150,000 < X
Request for Proposal
Why: They are used to find solutions to a
(Can be used for
purchasing need that can be evaluated on
purchases under $150,000
factors not limited to price.
when necessary)

Questions?
If you have any questions please contact the
Purchasing Office:
Purchasing Team
COLORADOSCHOOLOFMINES
Megan Averch - 303.273.3268
Michael Craig - 303.273.3972
Danielle Davis – 303.273.3258
Ryan McGuirk - 303.273.3062
Natalie Martinez – 303.273.3569
procurement@mines.edu