Bid Process

Northwestern's Purchasing Policy requires that a competitive bid process is undertaken for all purchases of $25,000 or more (note:competitive bidding is recommended for purchases of $5,000 or more). If you are using a Preferred Vendor, neither form needs to be submitted. Preferred Vendors have been awarded contracts or agreements as a result of a formal bid process managed by PRS. With the NU Financials system, you can now attach these documents to requisitions electronically.
  • If your department or school conducted a bid for purchases of $25,000 or more, the Bid Documentation Form (BD-1) must be completed and attached to the requisition. This form documents how an award decision was made.
  • If a single vendor is uniquely qualified to meet your department or school's need and should be exempted from the competitive bid process, the Sole Source Justification Form (SSJ-1) should be submitted. A sole source means that there is only one person or company that can provide the contractual services needed and any attempt to obtain bids would only result in one person or company being available to meet the need.
Additionally, if the vendor's quote references terms and conditions, please ensure that it is also attached to the requisition.

Please use one of the Microsoft Word forms:
Bid Documentation Form (BD-1)
Sole Source Justification Form (SSJ-1)