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ERC Procurement Processes Summary

ERC conducts three types of procurements: Small purchase, Sealed Bid, and Competitive Proposals.

Small Purchase

  • Material items purchased that cumulatively amount to more than $3,000, but less than $25,000 in a single fiscal year.
  • Federal and State regulations require that this informal process seek documented pricing from at least two competitive vendors.
  • The format of Small Purchase procurement is an ongoing Request for Quotations (RFQ).
  • ERC defines the specifications for the materials and posts them on the ERC website.
  • Vendors can submit pricing via the ERC website.
  • Pricing must be maintained for the duration of the fiscal year, with few exceptions.

Sealed Bid

  • Material items purchased that cumulatively amount to $25,000 or more in a single fiscal year.
  • Federal and State regulations require that this formal process seek sealed bids from at least two competitive vendors.
  • The format of Sealed Bid procurement is an annual Invitation for Bid (IFB).
  • ERC defines the specifications for the materials, terms and conditions, instructions, and sample contracts in a downloadable packet on the ERC website.
  • Vendors must submit a sealed bid via mail or hand delivery to ERC offices once per year in May/June.
  • Pricing must be maintained for the duration of the fiscal year, with few exceptions.

Contractor RFP

  • Contracted services utilized throughout the fiscal year that may exceed $24,999 in the aggregate for similar services.
  • Federal and State requirements require that this formal process seek competitive proposals from at least two qualified firms.
  • The format of Competitive Proposals is an annual Request for Proposals (RFP).
  • ERC seeks Time and Materials (T&M) pricing from qualified contractors.
  • Contractors may specify an hourly rate and a percent mark-up on materials for each specified task.
  • ERC posts an annual RFP packet on its website. Vendors can download the packet and provide proposals via hand delivery or U.S. mail once per year in May/June.
  • Pricing must be maintained for the duration of the fiscal year, with few exceptions.