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-$500,000.00 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 Required on transactions exceeding $4,999.99 Required Required Required Solicitation method Verbal– less than $5,000.00 documented phone script required. Written – exceeding $4,999.99 and may be distributed by fax, mail or 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: Conceptual proposal Detailed technical report Revised detailed proposal Bid phase Draft bid (no cost data) Final bid Not required Not required Not required but recommended for high risk transaction. Required Quote, Bid or Proposal due date Verbal-upon oral contact or shortly thereafter and documented in phone script required. 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 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).
Element $100,000 and Under 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-$500,000.00 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) Required for solicitations valued at $100,000 and over. 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 DVBE Incentive Remedies for exception Customer references DVBE Incentive Remedies for exception Customer references DVBE Incentive Remedies for exception Customer references DVBE incentive Remedies for exception Customer references
Element $100,000 and Under Request for Quotation (RFQ) $100,000.01-$1,000,000.00 Invitation for Bid (IFB) $100,000.and Invitation for Bid (IFB) $100,000.01-$500,000.00 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Bidder Instructions (GSPD-451) Required Verbal – less than $5,000.00 phone script must refer suppliers to the location on DGS/PD web page. Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Must include Award of Contract and Protests RFQ language. (SCM 2, Chapter 4 & SCM 3, Chapter 3. Section II – Rules Governing Competition replace the Bidder Instructions at this level. Section II – Rules Governing Competition replace the Bidder Instructions at this level. Model Contract Language (Referenced as “Attachments” not “Exhibits”) Statement of Work (including Equipment and Delivery Schedules) As applicable to the transaction. If used: Verbal – Less than $5,000.00 phone script must be documented. Written – required. As applicable to the transaction. If used Written – required. As applicable to the transaction. If used Written – required. As applicable to the transaction. If used Written – required. IT General Provisions (GSPD-401 IT) Required Verbal – Less than $5,000.00 phone script must refer suppliers to the location on DGS/PD web page. Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Written – required either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Written – required either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. Written – required 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-$1,000,000.00 Invitation for Bid (IFB) $100,000.and Invitation for Bid (IFB) $100,000.01-$500,000.00 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 IT Purchase Special Provisions As applicable to the transaction. If applicable: Verbal – $5,000.00 phone script must refer suppliers to the location on DGS/PD web page. Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. As applicable to the transaction. If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. As applicable to the transaction If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. As applicable to the transaction. If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. IT Maintenance Special Provisions As applicable to the transaction. If applicable: Verbal – $5,000.00 phone script must refer suppliers to the location on DGS/PD web page. Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. As applicable to the transaction. If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. As applicable to the transaction. If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version. As applicable to the transaction. If applicable: 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-$1,000,000.00 Invitation for Bid (IFB) $100,000.and Under Invitation for Bid (IFB) $100,000.01-$500,000.00 Invitation for Bid (IFB) Over $1,000,000 Request for Proposal (RFP) Over $1,000,000 Addenda Verbal – Less than $5,000 must be addressed in phone script and documented. Written – Required to effect change to solicitation. Modified prior to the date fixed for submission of final bids Will be numbered consecutively Identify where and what changed. Verbal – not applicable Must be written: Required to effect change to solicitation. Modified prior to the date fixed for submission of final bids Will be numbered consecutively Identify where and what changed. Verbal-not applicable Must be written: Required to effect change to solicitation. Modified prior to the date fixed for submission of final bids Will be numbered consecutively Identify and what changed. Verbal-not applicable Must be written: Required to effect change to solicitation. Modified prior to the date fixed for submission of final bids Will be numbered consecutively Identify where and what changed. Two sealed envelope evaluation procedure Lowest net cost, not applicable Value effective, required Lowest net cost, not applicable Value 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 2, Chapter 4 One, with verification in accordance with the requirements and recommended practices in SCM 2, Chapter 4 Public bid opening Lowest net cost, not required. Value effective, not applicable Lowest net cost, not required. Value effective, not applicable Lowest net cost, required. 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 Value effective, required Lowest net cost, not applicable Value effective, required Lowest net cost, not applicable Value effective, required
Element $100,000 and Request for Quotation (RFQ) $100,000.01-$1,000,000 Invitation for Bid (IFB) $100,000.and Invitation for Bid (IFB) $100,000.01-$500,000.00 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 Value-effective Acceptable solicitation format for this evaluation methodology and Must provide for a two envelope evaluation procedure Acceptable solicitation format for this evaluation methodology and Must provide for a two envelope evaluation procedure Acceptable solicitation format for this evaluation methodology and Must provide for a two envelope evaluation procedure Acceptable solicitation format for this evaluation methodology and Must provide for a two envelope evaluation procedure. Evaluation Phase Confidentiality statement (team/need-to- know participants) Not required, but recommended whenever a team approach to developing solicitation requirements and/or evaluation is used. Not required, but recommended whenever a team approach to developing solicitation requirements and/or evaluation is used. Required. Required. Cost proposal certification Lowest net cost, not applicable effective, required. Lowest net cost, not applicable Value effective, required. Lowest net cost, not required. Value effective, required. Lowest net cost, not required. Value effective, required Confidentiality of bids Held in confidence the purchase document is executed. Confidential the notice of intent to award is posted. Confidential until the notice of intent to award is posted. Confidential until the notice of award is posted. Combined preferences threshold The total of all preferences combined may not exceed 15% or $100,000 whichever is 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 total of all preferences combined may not exceed 15% or $100,000 whichever is lower. Public inspection of quotes /or bids Required Required Required Required Posting of the notice of intent to award 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 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-$500,000.00 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 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 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 award. 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 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