Bid Process

Procurement Services performs all bids to assist departments with the process. For detailed information on the bid process, please see Section 5 of the Procurement and Contract Services Manual.

To submit a bid request, please go to Govs Tech and input a ticket under the "Procurement Services" link.

Bid Thresholds:

Informal Solicitations - If the total aggregate amount is between $50,000 and $99,999 (cumulative over five years of expense or revenue), including any renewal terms of multi-year awards, bids are to be solicited from at least three (3) responsive/responsible bidders/proposers.
Formal Solicitations - If the total aggregate amount is $100,000 or above (cumulative over five years expense or revenue), including any renewal terms of multi-year awards, bids are to be solicited from at least fifteen (15) responsive/responsible bidders/proposers or the number of vendors on the vendor list.
Federal Grant Threshold - If the total aggregate amount is between $15,000 and $99,999 (cumulative over five years expense or revenue), including any renewal terms of multi-year awards, bids are to be solicited from at least three (3) responsive/responsible bidders/proposers. If the total aggregate amount is $100,000 or above (cumulative over five years expense or revenue), including any renewal terms of multi-year awards, bids are to be solicited from at least fifteen (15) responsive/responsible bidders/proposers or the number of vendors on the vendor list

Different types of bid requests:

At Austin Peay State University, the Invitation to Bid (ITB) process is conducted in accordance with State of Tennessee procurement laws and guidelines to ensure fair, open, and competitive purchasing. While price is a significant factor, an ITB award is not automatically made to the bidder with the lowest cost. Instead, bids are evaluated to determine the lowest responsive and responsible bidder, taking into account compliance with specifications, terms and conditions, bidder qualifications, and the ability to meet the University’s requirements. This approach ensures best value to the State and supports transparency, accountability, and sound stewardship of public funds. This process takes 4 to 6 weeks to complete the process.
Proposals received in response to this Request for Proposal (RFP) will be evaluated by Austin Peay State University in accordance with applicable State of Tennessee procurement regulations. The award will not be based solely on lowest cost. Proposals will be evaluated using the criteria set forth in this RFP, which may include but are not limited to the proposer’s technical approach, experience and qualifications, demonstrated ability to perform the required services, past performance, and cost. The University intends to award the contract to the proposer whose proposal is determined to be the most advantageous and represents the best overall value to the University and the State of Tennessee. This process take 4 to 6 months to complete
This Request for Information (RFI) is issued by Austin Peay State University in accordance with State of Tennessee procurement guidelines for informational and planning purposes only. Responses received in connection with this RFI are not offers and will not result in the award of a contract. The University will use the information provided to gain a better understanding of available products, services, solutions, market capabilities, and industry best practices. Submission of a response to this RFI is voluntary and will not give a respondent any preference, advantage, or entitlement in any future solicitation issued by the University or the State of Tennessee. The data is gathered to help decide the next steps, such as an ITB or RFP.

Purchasing From Another Agency's Bid

APSU may purchase goods or services from a contract awarded by another entity of the State of Tennessee, other State's, or Cooperatives, as long as:

the bid process was done by a Public Lead Agency (PLA) or Lead Public Agency (LPA);
the contract was awarded pursuant to a competitive bidding process;
the vendor meets the bid specifications, and
the bid/contract includes language that allows other institutions to purchase under the bid.

This includes contracts from the Tennessee Board of Regents Institutions, University of Tennessee System institutions, State of Tennessee Department of General Services (SWC), Locally Governed Institutions (LGI's), other State of Tennessee entities, and Coopertaives.

What is a Public Lead Agency (PLA) is a public-sector organization formally designated as the lead entity for a project or program where eligibility or oversight must be held by a governmental body. The term is commonly used to emphasize that the lead role must be fulfilled by a public agency rather than a private or non-governmental entity.

What is a Lead Public Agency (LPA) is the governmental entity designated to serve as the primary authority responsible for administering, managing, and coordinating a project or program. The LPA acts on behalf of all participating agencies and is accountable for compliance with applicable laws, regulations, grant requirements, contracting, and reporting obligations.

State Wide Contracts (SWC) List

APSU may also use contracts of specific group purchasing entities with which it has established an affiliation through a signed contract or other means determined appropriate by Procurement services.

For a complete list, please click on the sidebar labeled "Procurement Methods" for a list of those cooperatives APSU is a member and other procurement methods.

Bid Process

Purchasing From Another Agency's Bid

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