REQUEST
FOR PROPOSAL (RFP)
The Procurement Code allows for best value
procurement through the Request for Proposal (RFP) process to obtain
high technology acquisitions, complex services, and to contract with
a group purchasing organization. This procurement method is used when
criteria other than cost is considered in determining the best value
for the State. To assist you in utilizing this process, we have developed
procedures and examples in form of exhibits and attachments.
Complete
Manual for Request for Proposals
(does not include exhibits or attachments)
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Purpose |
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Award
Notifications |
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Authority/Use
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Award
Debriefings
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Approval
Process
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Purpose
of Debriefings |
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Meeting
Participation |
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Debriefings |
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Evaluation
Criteria |
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What
a Debriefing is Not |
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Evaluation
Committee Selection |
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Documenting
the Debriefing |
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Agency
Project Leader |
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Scheduling
the Debriefings |
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Requisition
Submittal & State Purchasing RFP Review |
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Characteristics
of a Quality Debriefing
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Confidential
Information, Trade Secrets & Proprietary Information |
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Advertisement
and Release of RFP
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Contract
Negotiations
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Pre-proposal
Conference
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Bid
Bonds and Performance Bonds
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Period
of Inquiry
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Contract
Initiation
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Addenda
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Cancellation
of RFP or Rejection of Proposals
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Specification
Protest |
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Contract
Changes
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Modification
or Withdrawal of Proposal
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Acceptance
of Deliverables
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Proposal
Opening
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Termination
of Contract |
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Steps
of Evaluation Process
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Contents
of File |
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Eliminating
Proposals from Further Consideration
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Protest
of an Award |
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Financial
Evaluation Model
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Monitoring
and Reporting |
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Award
Recommendation
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Deficiency/Complaints
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Award |
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Renewal
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Exhibit 1 - Act
692 (Information) |
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Exhibit 2 - RFP
directive of State Purchasing Director dated 2/18/98 (Information) |
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Exhibit 3 - Agency
Request for RFP (Example) |
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Exhibit 4 - RFP
Format Boilerplate (Required) |
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Exhibit 4A - Federal
Clauses used when federal funds are involved (Required if Applicable) |
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Exhibit 4B - Cooperative
Purchase (Optional) |
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Exhibit 4C - Insurance
Requirements (If Required) |
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Exhibit 4D - Generic
Contract (Example of Required Document) |
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Exhibit 5 - RFP
Review Questions for SPO and Evaluation Committee (Information) |
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Exhibit 6 - Evaluation
Committee Member Instructions (Required) |
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Exhibit 7 - Letter
to Evaluation Committee member concurring with no conflict of interest
& confidentiality (Example of Required Document) |
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Exhibit 8A - Financial
Evaluation Model (Example used if Applicable) |
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Exhibit 8B - Financial
Evaluation Model (Example used if Applicable) |
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Exhibit 9 - Advertisement
and Notice to Bidders (Required) |
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Exhibit 10 - Addendum
sent after pre-proposal conference to all that received proposals (Example
of Optional Document recommended) |
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Exhibit 11 - Respondent's
letter sent after proposal opening before competitive range is established
(Example of Optional Document recommended) |
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Exhibit 12 - Clarification
letter after proposal opening before competitive range is established
(Example) |
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Exhibit 13 - Letter
to Schedule Oral Presentations (Optional) |
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Exhibit 14 - Questions
to Check Proposers References (Example) |
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Exhibit 15A - Committee
recommendation letter from Agency Project Leader to Agency Management
(Example of Required Document) |
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Exhibit 15B - Award
recommendation letter from agency management to SPO (Example of Required
Document) |
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Exhibit 15C - SPO
recommendation letter to Assistant Director (Example of Required Document)
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Exhibit 16 - Intent
to Award Letter (Required) |
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Exhibit 17 - Notice
of Regret Letter (Required) |
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Exhibit 18 - Debriefing
Topics (Example) |
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Exhibit 19 - Public
Records Request Letter to Vendor (Example) |
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Exhibit 20 - Letter
to Requesting Vendor for Public Records (Example) |
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Exhibit 21A - Contract
Performance Evaluation (Example of Required Document) |
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Exhibit 21B - Contract
Performance Evaluation (Example of Required Document) |
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Exhibit 22 - Steps
of Evaluation Process (Information) |
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Exhibit 23 - RFP
Evaluation of Strengths and Weaknesses (Information) |
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Exhibit 24 - Generic
Contract Amendment (Example of Required Document) |
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Exhibit 25 - Letter
to Agency with Signed Contract (Example of Required Document) |
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Exhibit 26 - Letter
to Agency to request Contract Performanc Evaluation (Example of Required
Document) |
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Attachment I - RFP
Order of Events (Information) |
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Attachment II - RFP
Buyer Checklist (Information) |
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Attachment III - Act
692 RFP Requirements (Required) |
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Attachment IV - Checklist
for Agency Project Leader Checklist (Information) |
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