Last update: 05/23/2009

About the bidding process

How and when are bids issued?

Invitations for Bid (IFB) are issued whenever we feel it will be beneficial. 

  • In general, IFBs are used when a purchase (or combined purchases over the life of a term contract) exceed $35,000
  • We may obtain quotes for bids up to $35,000 by phone or in writing. 
  • We use a sealed bid process for goods and services valued at over $35,000
  • Purchases over $3,000 are competitively bid.  Limited exceptions to competition may include single source and emergency purchases. 
  • Many state agencies are delegated sufficient authority to make purchases below $35,000.  You may want to contact the appropriate agency directly for more information

How do I learn about bid notices?

You can be notified of bidding opportunities by email or U.S. Mail, or you can view notices online or in person

How do I respond to a bid notice?

 

Two-part Procurement Documents
We have developed two-part procurement documents to save mailing, fax, phone, and printing costs.

Standards: The first part consists of the Competitive Procurement Standards. It contains the standard terms and conditions, standard instructions to bidders, and standard definitions common to competitive procurements. You need only one copy of the latest version. It is available on the Bidding Opportunities page,  or by calling (360) 902-7400. You must read and understand the standards as they will become part of the purchase contract with successful bidders. When you are preparing a bid it is your responsibility to read and understand the latest version of the standards. The revision date is on the front page of each section and will be referenced in the IFB.

IFB/RFQ: The second part includes the specifications, terms, and conditions specific to the competitive procurement. When you have completed the IFB or RFQ it will become your bid, proposal, or quote.

Preparation Tips

  1. Ensure you read and understand the latest version of the standards.
  2. Ensure you read and understand the specific procurement document.
  3. Contact the State Purchasing Officer if you have questions.
  4. Attend any pre-bid conferences or site visits.
  5. Research previous bids and contracts.
  6. Seek minority and women owned business enterprise participation.
  7. Ensure your bid is completely filled out and signed in ink.
  8. Include all required attachments and documentation. It is not necessary to attach a copy of the standards. They are incorporated by reference.
  9. If you wish a copy of the bid results, enclose a self-addressed, stamped envelope with your bid.
  10. Keep in touch. Check the Bidding Opportunities page every few days, and especially before you submit your bid, to check for addenda. If required, you must sign and return a copy of each addenda before the bid opening.
  11. Ensure your sealed bid is properly addressed and delivered to our office before the date and time set for opening.

Determining Results
You may attend any bid opening. The only information that is disclosed at the bid opening is the name of the bidder and the time of receipt of the bid.  The winning bidder is not determined at the bid opening. After the opening date, the State Procurement Officer will analyze the bids received to ensure they meet all terms and conditions and the bidder is capable of providing the goods and/or services required. The bids are measured against the stated award criteria and the bid that is most responsive to those criteria in accordance with the award formula will receive the award. After an award is made, all bids are available for public review. Please make an appointment with the State Purchasing Officer if you would like to discuss the results.

 

Woman and/or Minority Certifications

Washington state encourages participation from minority and women owned businesses. For more information, call (360) 753-9693, or visit the Office of Minority and Women's Business Enterprises web site.

Streamline the payment process

The Washington State Office of Financial Management (OFM) maintains a central vendor file for Washington State agencies to use for processing vendor payments. This allows you, as a vendor, to receive payments from all participating state agencies by direct deposit, the State's preferred method of payment.  If you currently do business with one or more state agencies and you do not already receive your payments by direct deposit, visit OFM's Vendor Payment Services site to sign up for payment as a statewide vendor.

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