Element $100,000 and Request for Quotation (RFQ) $100,000.01-$1,000,000.00 Invitation for Bid (IFB) $100,000 and Under Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 The IFB solicitation format is not to be used at these dollar thresholds. Use only the RFQ solicitation format. Advertising in CSCR Not required but recommended for appropriate transactions. Required Required Required Solicitation method Verbal–documented phone script required. Or Written, fax & electronic Must be written with sealed bids required to be submitted. Must be written with sealed bids required to be submitted. Must be written with sealed bids required to be submitted. Multi-step procurement procedure may include: ƒ Conceptual proposal ƒ Detailed technical report ƒ Revised detailed proposal ƒ Bid phase ƒ Draft bid (no cost data) ƒ bid Not required Not required Not required but recommended for high risk transactions. Not applicable, if straight forward bid using the Bidder Instructions in lieu of Section II or if using the IFB for IT Goods Only template and the evaluation and selection is based on lowest net cost meeting all other bid specification. Refer to SCM 3, Chapter 4 Required Quote, Bid or Proposal due date ƒ Verbal-upon oral contact or shortly thereafter and documented in phone script required. ƒ Written-as specified in the written solicitation. Specific time and place as specified in the written solicitation. Bids received after the bid submission date and time may not be considered (non- responsive). Specific time and place as specified in the written solicitation. Bids received after the bid submission date and time may not be considered (non-responsive). Specific time and place as specified in the written solicitation. Bids received the bid submission date and time may not be considered (non-responsive).
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,000 Invitation for Bid (IFB) $100,000.and Under Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Administrative Requirements (continued) Target Area contract Preference Act (TACPA) ƒ Required for solicitations valued at $100,000 and over. ƒ Recommended for solicitations valued at $85,000 and over. Required for solicitations valued at $100,000 and over. Required for solicitations valued at $100,000 and over. Required for solicitations valued at $100,000 and over. Administrative considerations as applicable to the transaction ƒ DVBE Incentive ƒ Productive use requirements ƒ Customer in use requirements ƒ Remedies for exception ƒ Customer references ƒ DVBE Incentive ƒ Productive use requirements ƒ Customer in use requirements ƒ Remedies for exception ƒ Customer references ƒ DVBE Incentive ƒ Productive use requirements ƒ Customer in use requirements ƒ Remedies for exception ƒ Customer references ƒ DVBE Incentive ƒ Productive use requirements ƒ Customer in use requirements ƒ Remedies for exception ƒ Customer references
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,000 Invitation for Bid (IFB) $100,000.and Under Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Bidder 1 Instructions (GSPD-451) Required ƒ Verbal - Phone script must refer suppliers to the location on DGS/PD web page. ƒ Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Required: ƒ Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. ƒ Must include Award of Contract and Protests RFQ language. (Chap. 4) Section II – Rules Governing Competition replace the Bidder Instructions at this level. Section II – Rules Governing Competition replace the Bidder Instructions at this Exception: Bidder Instructions can be used if the procurement is straightward and the evaluation and selection is based on lowest net cost meeting all other bid specification. If used, multi-step process may not be used. Departments with purchasing authority at this may use the IFB template for IT Goods Only in addition to the above criteria. Refer to SCM, Vol. 3, Chapter 4 . Model Contract Language (Referenced as “Attachments” not “Exhibits”) Statement of Work (including Equipment and Delivery Schedules) As applicable to the transaction. As applicable to the transaction. As applicable to the transaction As applicable to the transaction. IT General Provisions (GSPD-401 IT) Required ƒ Verbal - Phone script must refer suppliers to the location on DGS/PD web page. ƒ Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Required: ƒ Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Required: ƒ Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Required: ƒ Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,000 Invitation for Bid (IFB) $100,000.and Under Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Agency Special Provisions As applicable to the transaction. As applicable to the transaction. As applicable to the transaction. As applicable to the transaction.
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,000 Invitation for Bid (IFB) $100,000.and Under Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Addenda Verbal – must be addressed in phone script and documented. Written – ƒ Required to effect change to solicitation. ƒ Modified prior to the date fixed for submission of final bids ƒ Will be numbered consecutively ƒ Identify where and what changed. Verbal – not applicable Must be written: ƒ Required to effect change to solicitation. ƒ Modified prior to the date fixed for submission of final bids ƒ Will be numbered consecutively ƒ Identify where and what changed. Verbal-not applicable Must be written: ƒ Required to effect change to solicitation. ƒ Modified prior to the date fixed for submission of final bids ƒ Will be numbered consecutively ƒ Identify and what changed. Verbal-not applicable Must be written: ƒ Required to effect change to solicitation. ƒ Modified prior to the date fixed for submission of final bids ƒ Will be numbered consecutively ƒ Identify where and what changed. Two sealed envelope evaluation procedure Lowest net cost, not applicable Value effective, required Lowest net cost, not applicable effective, required Lowest net cost, not applicable Value effective, required Lowest net cost, not applicable Value effective, required Required number of bids that must be received. Responsive quotes from at least two responsible suppliers, unless advertised. Responsive quotes from at least two responsible suppliers, unless advertised. If advertised: One, with verification in accordance with the requirements and recommended practices in SCM, Vol. 3, Chapter 4. One, with verification in accordance with the requirements and recommended practices in SCM, Vol. 3 One, with verification in accordance with the requirements and recommended practices in SCM, Vol. 3 Public bid opening Lowest net cost, not required. effective, not applicable Lowest net cost, not required but recommended. Value effective, not applicable Lowest net cost, required. Value effective, not applicable Lowest net cost, not applicable Value effective, not applicable Public cost opening Lowest net cost, not applicable Value effective, required Lowest net cost, not applicable effective, required Lowest net cost, not applicable effective, required Lowest net cost, not applicable effective, required
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,0000 Invitation for Bid (IFB) $100,000.and Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Evaluation Methodology Lowest net cost meeting all other bid specifications Preferred solicitation format for this evaluation criteria Preferred solicitation format for this evaluation criteria Must be a sealed bid. Acceptable solicitation format for this evaluation criteria and Must be a sealed bid. Not applicable evaluation Acceptable solicitation format for this evaluation methodology and Must provide for a two sealed envelope evaluation procedure Acceptable solicitation format for this evaluation methodology and Must provide for a two sealed envelope evaluation procedure Acceptable solicitation format for this evaluation methodology and Must provide for a two sealed envelope evaluation procedure Acceptable solicitation format for this evaluation methodology and Must provide for a two sealed envelope evaluation procedure. Evaluation Phase Confidentiality of bids Held in confidence the purchase document is executed. Confidential until the notice of intent to award is posted. Confidential until the notice of intent to award is posted. Confidential until the notice of intent to award is posted. Cost proposal certification Lowest net cost, not applicable Value effective, required. Lowest net cost, not applicable Value effective, required. Lowest net cost, not required. Value effective, Required. Lowest net cost, not applicable Value effective, Required Combined preferences threshold The total of all preferences combined may not exceed 15% or $100,000 whichever is lower. The total of all preferences combined may not exceed 15% or $100,000 whichever is lower. The of all preferences combined may not exceed 15% or $100,000, whichever is lower. The total of all preferences combined may not exceed 15% or $100,000 whichever is lower. Public inspection of bids Required Required Required Required Posting of the notice of intent to Not required. Must be posted for 5 working days prior to award. Must be posted for 5 working days prior to award. Must be posted for 5 working days prior to award.
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,000 Invitation for Bid (IFB) $100,000.and Under Invitation for Bid (IFB) $100,000.01-$1,000,000 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Protest Process Protest of award Not applicable Department must allow for a protest period that allows any supplier to protest the solicitation requirements and for any bidder to protest the intent to Department must allow for a protest period that allows any supplier to protest the solicitation requirements and for any bidder to protest the intent to award. Department must allow for a protest period that allows any supplier to protest the solicitation requirements and for any bidder to protest the intent to Alternative Protest Process Refer to SCM, Vol. 3, Chapter 7 Refer to SCM, Vol. 3, Chapter 7 Refer to SCM, Vol. 3, Chapter 7 Refer to SCM, Vol. 3, Chapter 7 Documenting the Evaluation and Selection Results Bid/Quote Worksheet Required Required Not applicable Not applicable Evaluation and Selection Report Not applicable Not applicable Required Required Procurement Summary document Required Required Required Required