• Does the state consider value or just cost?
• What if there is only one source for a product or service?
• Printing, contractual, construction, architectural and engineering services contracts

Does the state consider value or just cost?

The state uses the request for proposal (RFP) process or “competitive negotiation process” when an award cannot be made strictly on specifications or price, or when need is described in terms of performance or results. The process includes pre-established weighted criteria which will be used to evaluate the results. Resulting proposals are evaluated by professionals using pre-established criteria. Cost is a major, but not the only, factor in determining the award.

What if there is only one source for a product or service?

Sole source negotiation (also called “non-competitive negotiation”) may be used only when an agency can justify that competition does not exist or it would not be in the best interests of the state. An example would be scientific equipment manufactured by only one vendor. Sole source requests over $25,000 must be approved by the Governor.

Printing, contractual, construction, architectural and engineering services contracts

Printing Contracts:

The state constitution requires that all printing for the State of Wisconsin be awarded on the basis of low bid, regardless of dollar amount. Therefore, request for proposal and sole source negotiations do not apply to printing. In addition, the 5% minority business enterprise preference does not apply to printing.

Contractual Services:

Contractual services are most commonly purchased by using the request for proposal (RFP) process, although the bid process can be appropriate as well. Agencies must justify that it is more economical and efficient to contract for the service than to use state employes.

Construction, Architectural and Engineering Services Contracts:

Architectural and engineering contracts differ from contractual services in that they are considered construction and procured according to construction rules and regulations. All new construction, remodeling and additions for state agencies and the University of Wisconsin System are administered by the Department of Administration, Division of Facilities Development.

Submit questions or comments to: vendrhlp@doa.state.wi.us