A minimum of three bids from qualified external suppliers are required and the Simplified Bidding Record form needs to be completed and attached to the requisition. Follow the procedure as outlined in UW-3055 – Simplified Bid Process (UW–Madison’s written policy). It is considered a best practice to send vendors written specifications through e-mail or other means to ensure all vendors have access to the same information. In addition, specifications should not be intentionally restrictive to limit competition. Please see UW-3054 – Specification Writing for detailed information about specification writing.
Confidentiality of bids
UW–Madison personnel must be careful not to give one vendor an advantage by sharing another vendor’s prices, terms, or other bid information during the course of the bidding process.
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.