Solicitations #1

A HUB Subcontracting Plan is required for orders exceeding what amount?

$100,000

What is the CMBL?

A mailing list of vendors who have paid a fee to receive notice of procurement opportunities

TRUE or FALSE: Solicitation of emergency procurements greater than $25,000 are not required to be posted on the ESBD.

FALSE; however, minimum posting times do NOT apply.

What is a Request for Quote?

For procurements $5,000 or less Competitive bidding not required Taken via email, fax, telephone, in person, or direct mail--follow your agency's policy.

What are the acceptable methods for soliciting bids?

In person Direct mail Over the telephone Fax Email

What is the most common form of solicitation?

Invitation for Bid (IFB)

What is the solicitation method that applies to purchases greater than $5,000 but not greater than $25,000?

Invitation for Bid (IFB) It is recommended that bids greater than $5,000 should be in writing especially for service contracts. It is the most common form of solicitation used for goods and services. Price is typically the most important factor in award, but best value should be considered when appropriate. Informal bids should be requested from each vendor identified during the solicitation process.

What is an Invitation for Bid (IFB)?

Most common form of solicitation Price is typically the most important factor You may use best value when appropriate (if you have additional factors to consider such as quality, time, etc.)

What should you do if you estimated a contract cost of a bid opportunity to be $20,000 so you did not advertise the procurement opportunity on the ESBD; however, when you opened the bids, the lowest bid meeting specifications is $25,002.94?

Re-advertise the procurement opportunity and post it on the ESBD.

What is an RFI?

Request for Information Used to gather information for a future purchase No pricing (you can ask "how they price" but you don't ask for their price

What is an RFO?

Request for Offer Used for procuring Automated Information System (AIS) and Information Technology (IT) services No real difference between RFO and RFP. Anything you would purchase through DIR.

What is the solicitation method used for purchases less than $5,000?

Request for Offer (generally can be taken by phone, in person, by fax, direct mail, or email; follow your agency's policy)

What is the solicitation method that is generally used for a high dollar procurement (price not the primary concern), high risk or complex procurements (respondents are expected to provide the best solution and evaluated on a variety of criteria); specifications are not clearly defined; and when competitive sealed bidding is neither practical nor advantageous?

Request for Proposal

What is a RFP?

Request for Proposal High dollar procurements Price is not the primary concern-evaluated on a variety of criteria High risk or complex procurements Specifications not clearly defined (we want you to tell us the best solution. . .so specifications don't have to be precise You get more "outcome-based" solutions

What is a RFQ?

Request for Qualifications Used for professional services Only qualifications submitted, no pricing 2-step; ask for pricing after you determine qualifications

TRUE or FALSE: Unless exempt by statute, agencies are required to use the CMBL for purchases greater than $5,000.

TRUE

TRUE or FALSE? Are terms and conditions connected with the purchasing process legally binding?

TRUE. Many terms and conditions are required by statute. While certain terms and conditions are standard, others can be very specific in relation to the contract agreement and should be amended accordingly.

What is the first official evidence to the vendor community that an ordering entity intends to purchase a good or a service?

The bid proposal or solicitation. It serves as the official instructions explaining the ordering entity's requirements and how the vendors will be selected. It is imperative that you include terms and conditions specific to your solicitation regardless of the type of solicitation used.

What is a solicitation?

The document used to let vendors know you intend to procure a good or service. Terms and Conditions Many required by statute (covered in the Advanced class)