Selection of Source forms are required when a member of the MIT community wants to buy a product or service that costs more than $10,000 from a non-preferred supplier.
The sourcing process helps you choose a supplier that can deliver what you need, within your time frame, at a competitive price. The process also provides the information you may need to complete your Selection of Source form.
The sourcing process provides a level playing field for all participating suppliers by distributing the same information, timeline, and opportunities to all bidders.
Request for Information (RFI)
A Request for Information (RFI) is a great way to gather information as you begin the process of procuring something complex with significant financial value, such as a major software implementation. This initial tool allows you to present your challenge or need to multiple suppliers, learn about general solutions and services they offer, and possibly see what kind of solutions they suggest for MIT. The responses to the RFI do not commit MIT to make a purchase but can help inform a subsequent request for proposal.
Request for Quote (RFQ)
A Request for Quote (RFQ) is a detailed document outlining the scope of your product or intended project to obtain cost information from multiple suppliers. This tool can help ensure you have the budget for what you want to accomplish, scale up or down depending on what you learn, and choose a supplier for a specific, known task or product. This sourcing tool is helpful when procuring a certain quantity of goods, or equipment with certain specifications.
Request for Proposal (RFP)
A Request for Proposal (RFP) is the most comprehensive solicitation process and allows you to evaluate more parameters than cost in making your final purchasing decision. RFPs are useful for complicated projects with many facets. They are designed to elicit detailed statements of work, project timelines and milestones, and detailed pricing, while aligning expectations between MIT and the awarded supplier in a resulting contract. This sourcing tool is helpful when engaging suppliers for specific services, such as web design, custom-built equipment, or consulting services.
When soliciting quotes and proposals from suppliers, DLCIs may find these templates useful to help facilitate the process.
During the sourcing process, remember the following guidelines:
- Provide one point of contact name, phone number, and email address for the suppliers to coordinate with throughout the process.
- Be clear in your instructions for submitting bids, including the deadline date and time.
- Be specific about your needs and requirements, including quantities, delivery times, etc., and provide all suppliers with the same information and requirements.
- Upon receipt of bids, evaluate all proposals to determine which supplier is best able to meet your business and delivery requirements. Remember to notify the suppliers you are not selecting, and thank them for their time in responding to the request.
- Only distribute proposals to members of the evaluation team or internal MIT stakeholders with a business need to review the supplier’s information. Never share any of the supplier’s information, including to anyone outside of MIT (including pricing information).
Most sourcing projects can be completed directly by DLCIs using the templates provided above. For complex sourcing needs, the Strategic Sourcing Team is available to provide guidance and assistance. Please complete the VPF Formal Solicitation Intake Form and send to the VPF Strategic Sourcing Team so we can review the details of your project.
As part of our services, the Strategic Sourcing Team can help:
- Research and identify potential suppliers, including local, small, diverse or sustainable businesses
- Clarify project scope and timeline
- Draft sourcing documents (e.g., Request for Proposal package)
- Facilitate and/or assist with evaluating proposals
- Participate in supplier interviews and reference checks
- Conduct contract negotiation in collaboration with the Contracts team
The most common sourcing process is the Request for Proposal (RFP) process. Generally, RFPs take approximately three (3) months from start to finish. The following table provides a breakdown of this timeline. Actual timelines vary based on the complexity and needs of the project. Project commencement is subject to the Strategic Sourcing Team’s availability.
| Process | Timeline |
| VPF Sourcing Intake Form Review | 5 to 10 Business Days |
| Solicitation Development (e.g., drafting documentation package, including scope of work, establishing timeline and milestones, engaging evaluation members, and identifying evaluation criteria and process) | 10 to 40 Business Days |
| Solicitation Released and Suppliers Develop Proposals | 20 Business Days |
| Proposals Received and Evaluated by MIT (including demonstrations and interviews if required) | 20 Business Days |
| Award and Contract Execution | 5 to 10 Business Days |
Policy
VPF Buying and Paying 6.00 Supplier Selection and Sourcing
All procurement transactions must be conducted in a manner reflecting full and open competition to the maximum practicable extent.
