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Request for Proposal

This guide details the Request for Proposal (RFP) process within BidBuy, covering all essential aspects from understanding RFP definitions to the complete step-by-step procedure. Learn to create requisitions, bids, award contracts, and generate purchase orders. Dive into practical examples, such as the Farmers' Market concession, and follow the outlined process to efficiently manage procurement procedures. Gain clarity on related terms and the overall RFP lifecycle to streamline your bidding and procurement efforts effectively.

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Request for Proposal

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Presentation Transcript

  1. Request for Proposal

  2. Objectives • Understand the Request for Proposal (RFP) process within BidBuy • Understand related definitions • Create a Requisition • Create a Bid • Award Contract • Create a Purchase Order

  3. What is a Request for Proposal? • Solicitation to request proposals from vendors • To procure goods & services that include complex requirements. • To include technical and functional approach, pricing, etc.

  4. Definitions • Concession • A contract where the concessionaire pays a portion of its proceeds to the State.

  5. Process Steps

  6. RFP Leasing Process Flow

  7. Concession Example • Farmers’ Market Concession • Request for Proposal for operation of a Farmers’ Market.

  8. Log Into BidBuy • Go to BidBuy at https://train.bidbuy.illinois.gov/bso/ • To login, enter your Login ID and your Password • Click Login

  9. Create Open Market Requisition Step 1: Click Documents > Requisitions > New Step 2: Complete Tabs Step 3: Submit Requisition for Approval

  10. Process and Publish Bid Step 1: Convert Requisition to Bid Step 2: Review and update tabs Step 3: Submit Bid for Approval and Send

  11. Open Bid and Add Vendor Quotes Step 1: Open Bid and select Bid Tab Step 2: Add Quotes

  12. Bid Award, NOA, PPB Step 1: Tabulate Bid, Add Attachments, and Submit for Approval Step 2: Create Bid Amendment to attach Notice of Award (NOA) Step 3: Create Bid Reminder to Notify PPB

  13. Process Purchase Order Step 1: Convert to PO Step 2: Add Missing Info & Update Tabs Step 3: Submit for Approval and Send Step 4: Create Change Order • Enter Contract Executed Date • Attach Contract

  14. Closing

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