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IEEE strives to obtain the highest-value goods and services at the lowest price. Competitive bidding is the formal process that allows IEEE staff and volunteers to properly survey the marketplace by stimulating competition and ensuring impartiality in buying decisions. For assistance with any bid process or to learn about methods for successful supplier selection and engagement, contact IEEE Strategic Sourcing.
Competitive bidding regulations
Below is the Competitive Bidding Process in accordance with the Financial Operations Manual (FOM.8) – Contracts and Purchase Orders.
- Competitive bidding is required for contracts and commodity orders valued at or above US$250,000.
- Conference hotel, caterer, and convention center contracts are exempt from this requirement; however, it is “best business practice” to follow a competitive bidding process for all contracts/orders.
- It is the responsibility of the contract manager (staff or volunteer) to negotiate contracts in order to ensure that IEEE receives the best price and quality possible to meet the requirements.
- Contract manager shall justify supplier selection and include supporting documentation with the appropriate requisition.
- Strategic Sourcing staff shall maintain the authority to escalate any supplier selection and price justification to the Board either directly or by the alternate process.
The contract manager shall document and recommend the vendor selection based on:
- requirements;
- best price;
- past reliability (good or bad);
- past reliability – not cost effective to switch to new supplier (must justify);
- sole source for requirements - the only supplier who can meet total requirements, unavailable resources/parts (must justify that price is favorable);
- IEEE volume discount – other IEEE departments use the supplier.
