Developing Supplier Resources - 1402.2

Mailing Lists

Departments should establish mailing lists using a variety of means to locate potential suppliers.  The selection of suppliers should be varied to broaden the supplier base and increase competition as well as solicit certified SB’s and certified DVBEs whenever possible.  Resources available to departments to identify and/or establish mail lists are:

• Phone books
• Referenced supplier/manufacturer
• Other agencies who uses similar products
• Federal, State, Counties, Cities SB and DVBE databases
• Request for Information (RFI)
• Internet search
• Local trade unions
• Chamber of commerce
• Industry listings
• LPA databases
• Certified SB and DVBE firms database
• Recommendations from customers

Lists are generally used for informal solicitations. However, mailing lists may be used in addition to advertising for formal solicitations.

Request for Interest

A Request for Interest (RFI) may be used to separate those suppliers who intend to participate in an upcoming solicitation from those who have no interest in participating.  RFIs are typically used when there is an excessively large pool of interested suppliers.

RFI Components

The RFI should:

• Be short, concise and to the point,
• Include the solicitation number and title,
• Include a general description of the equipment or services to be solicited,
• Include estimated quantities, features, general time frames, any pertinent geographic information, buyer’s name and telephone number, etc.
• Not provide or ask for any cost information as such information could create an unfair bidding environment,
• Provide space for interested bidders to provide contact name, address, telephone number and submittal date, and
• Include where and how to submit the response to the RFI.

Purpose of RFI

The RFI establishes the mailing list for buyers to use when distributing a solicitation.  Buyers should provide a copy of the solicitation to all responding suppliers.  The RFI and the bidders list must be retained in the procurement file.

Request for Information

A Request for Information may also be used to “survey” the marketplace to understand what products or services may be available and to approximate the dollars that may be needed for procurement.