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Request for Proposal

Invitation for Bid ● Goods and services. ● Formal solicitation with specifications. ● Award to low responsive, responsible bidder. ● May include options to renew, price adjustments. Request for Proposal.

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Request for Proposal

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  1. Invitation for Bid● Goods and services.● Formal solicitation with specifications.● Award to low responsive, responsible bidder. ● May include options to renew, price adjustments.

  2. Request for Proposal ● Not for routine goods and services, but allowed. More complex acquisitions. ● Evaluate and award on a points matrix Cost………………. . . . . . . 25 points Experience…………….. . . 25 points Delivery / completion……..30 points Training……………………20 points Total

  3. RFP Evaluation ●Suggest minimum of three on panel; Purchasing, operating dept., other dept. ●Individuals evaluate, total scores. ●Skewed scores merit discussion. ●May award on first evaluation.

  4. RFP Evaluation / Negotiation ●If many offerors, pick top 3 – 5 and request Best and Final Offer (BAFO). ●Negotiate with top rated offeror. Everything is negotiable. ●Negotiations successful? Award. ●Not successful? Try next best vendor.

  5. Request for Qualifications and Experience (aka SOQs) ●Generally for Professional Services: Engineers, architects, financial service providers, medical personnel, clergy, surveyors, auditors, computer, Attorneys? ●Seeking best qualified and experienced for the task. ●Select best qualified / experienced, then negotiate cost. ●Negotiations successful? Award. ●Not successful? Try next best provider.

  6. Direct Select Method ●Generally for consultants and professional service providers. ●Allowed in COC Ordinance # 287, App. A ● Generally a good practice for low cost projects, to achieve standardization, avoid re-learning a project. ● Suggest competition for lower cost on large projects.

  7. Request for Information ● Does not result in an award. ●Enables City to gather industry expertise. ●May become basis for a future bid specification or Scope of Work. ●Generates industry interest. Industry is usually happy to cooperate. ●Free, valuable advice!

  8. Local Vendor Preference ●Previously declared unconstitutional in Arizona courts. ● AZ Attorney General on school districts: “violates affirmative duty to get the best return for public funds” ● Federal Guidelines (Circular A-102) prohibit preference using grant funds.

  9. Local Vendor Preference ●Alternatives: ▶ Vendor outreach program. Generate local interest. ▶ Require at least two local vendor quotes. ▶City of Goodyear approach: consider sales tax in total of vendor’s bid. Not a preference, but a consideration of total cost and best value. ●Preference Pitfalls: ▶ may discourage competitive bids. ▶ may result in higher bids. ▶ may frustrate staff.

  10. Cooperative Purchasing ● Savings generated via volume buying power. ● Save by avoiding the advertisement, bid, evaluation, award process. Create faster delivery for customers. ● Many local, state and national co-ops available: SPO, ADOT, Mohave, GPPCS, U.S. Communities, NACO, BuyBoard, HGAC, TCPN, 1122 Federal program (PD and emergency equip.) ●May also co-op with other entities if agreement has co-op language and similar acquisition. ● Be a lead agency on cooperative purchases.

  11. Questions? • Robert.Combs@chandleraz.gov • 480-782-2403

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