Regardless of the threshold or procurement method, all bid solicitation documents should have enough details to allow potential offeror/bidder to submit an adequate response and to avoid unnecessary change orders and risk of exceeding your budget.
For bids solicitation or quotes request under the micro-purchasing threshold where only one quote is required, request may be made my calling or emailing the offeror. Documentation of the solicitation should include by not limited to the elements below if additional elements are identified and deemed necessary:
Document call details to include:
- Offeror name
- Agent spoke to name and contact information to include email address if possible
- Quantity, hourly rate/unit price and or price agreed to
- Delivery date…
- If possible, email the offeror right after the call to document the discussion and use this email in place of quote when submitting requisition in EAS
Email bids solicitation or quotes request should include:
- Supplier name and representative
- General description of the goods or services being procured
- Estimated quantities of goods or services
- Hourly rate/unit price and total price
- Delivery date…
- This email in place of quote when submitting requisition in EAS
Quote(s) from offeror(s) emailed or faxed should:
- Be on company letterhead if possible
- Contain company contact information – name, address, point of contact and phone number…
- Have general description of the goods or services being procured
- Have estimated quantities of goods or services
- Have hourly rate/unit price and total price
- Delivery date and or any other specifications
For bids solicitation or quotes request exceeding the micro-purchasing threshold where competition and written quotes are required but not a formal RFP/Bid response, request may be made by email, snapshot of pricing from potential vendors’ website or official quotes submitted by the vendors on their letterhead. Documentation of the solicitation should include by not limited to the elements below if additional beneficial elements are identified and necessary:
Requirements/Solicitation Document
- Requirements document or scope of work with enough in scope/detail to allow offerors to identify the general nature of the goods or services to be procured,
- How the goods and/or services will be used
- Eligibility requirements of offerors
- Offeror's years of experience,
- Offeror's past performance
- Facilities, reputation, financial resources, and other factors necessary to fulfill the terms of the contract successfully.
- Estimated quantities of goods or services
- Inclusion of the MFA’s standard terms and conditions. Contact Procurement Department for RFP/RFQ template if needed
- Performance period or duration of the contract if applicable
- Deliverables details or terms
- Delivery terms such as time or days of delivery, unloading and shelving services, distribution of materials, location(s) of delivery, etc.
- Place of performance or delivery
- Delivery date
- Inspection and acceptance…
Procedural issues to be considered
- How and who to contact at the department for questions and clarification
- Clarification procedures that the department will use to explain the solicitation and respond to questions,
- The date and time by which the bid or proposal is due (same proposal due date should be granted to all bidders),
- Allowable methods for offerors to submit a response (i.e., by mail, hand delivery, or electronic mail…)
- Pre-bid meeting and conference information, including a notice when attendance is mandatory, if applicable
- Required forms and certifications that must be completed and submitted with the bid or proposal (i.e. Bond and permit…)
- An explanation of how the department will proceed if a contract cannot be executed with the apparent successful offeror,
- Cancellation, withdrawal, and reissuance procedures that the department will use when the solicitation is withdrawn for cause or convenience
- Details of what method and criteria will be used for evaluating responses and may include factors and weighting information.