Solicitation Approaches - 1406.1

Informal vs. Formal 

Solicitations are documents used to request quotes, bids, or proposals from suppliers and are characterized as either informal or formal.

Formal solicitations are typically more complicated, higher in risk and usually of higher dollar value and may be conducted using the Invitation for Bid (IFB) or Request for Proposal (RFP), depending on the degree of specific language needed.

The following table provides the dollar thresholds for identifying the formal dollar thresholds:

Acquisition Type	Formal Competitive Solicitation
Non-IT Goods	More than $100,000.00
IT Goods	More than $1,000,000.00
IT Services	More than $1,000,000.00

Written Solicitations

All formal solicitations must be written and posted on the CSCR.

Written solicitations may be distributed by fax, mail, electronically or by other means such as a supplier picking up the solicitation in person. It is recommended that whatever delivery method is used, the activity is documented in the procurement file.

Click here for sample IFB templates: IT Goods Only Format, IT Goods and/or Services Format, or Non-IT Goods

Click here to access the RFP IT Goods and/or Services templates 

Key Action Dates for Solicitations

Most formal, written solicitations, such as IFBs and RFPs, containing phased approaches leading to final bid submittal will include key action dates. Key action dates provide suppliers with a schedule for required actions during the solicitation process.

Examples of key action dates include:

• Intent to Bid letters
• Last day to submit questions for clarifications of IFB or RFP
• Last day to protest requirements
• Technical Proposal or Conceptual Proposal submittal due date (RFP only)
• Draft bid due date
• Final bid due date

The interval between each key action date must provide enough time to establish a sufficient supplier pool and provide suppliers with sufficient opportunity to act or respond.

Faxing Bid Responses

The following paragraph must be included in all written competitive acquisition methods when suppliers are allowed to fax their bids:

“Facsimile machine bids will be considered only if they are sent to (insert office fax number) for solicitations originating from the (department office location). Bids sent to any other (department unit name) fax number will not be considered. To be considered, all pages of the faxed bid that are received prior to the bid opening time specified in the bid will be considered “the complete bid”. Please be advised that there is a heavy demand placed on the fax machine receiving bids. The State assumes no responsibility if a supplier cannot transmit their bid via fax or if the entire bid is not received prior to the bid opening time.”

When a buyer receives a faxed bid, the buyer must directly enter the bid information into the FI$Cal System.

Faxing is not allowed for formal IT solicitations when using the two-envelope approach. The individual solicitation shall identify if faxing is a viable option.

Risk Guidelines for IT  

Risk guidelines and financial protection measures to protect the best interests of the State are to be applied to all information technology (IT) goods and services solicitations valued more than $1,000,000.  Solicitations valued $1,000,000 or less may comply with the risk evaluation guidelines and financial protection measures.

Any contract that allows for progress payments when the IT goods or services are manufactured or performed by a contractor, specifically for the State and are not suitable for sale to others in the normal course of the contractor’s business operations, shall have a withhold of no less than 10% until final delivery and acceptance of said goods or services.

Departments are to submit documentation of each risk analysis and the rationale for the selection of appropriate risk protection to the Department of General Services, Procurement Division (DGS-PD) Deputy Director or his designee for written approval. Should a department determine that the risk protection methods identified in the guidelines do not meet the needs of a particular transaction, DGS-PD must be contacted.

Click here to access the risk evaluation guidelines and the financial protection measures