Element - California€¦ · Web viewBids received after the bid submission date and time may not...
Transcript of Element - California€¦ · Web viewBids received after the bid submission date and time may not...
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 1 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000 and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000The IFB solicitation format is not to be used at these dollar thresholds. Use only the RFQsolicitation format.
Advertising inCSCR
Required on transactions exceeding $4,999.99
Required Required Required
Solicitationmethod
� Verb a l– less than$5,000.00 documented phone script required.
� Written – exceeding$4,999.99 and may be distributed by fax, mailor electronic
Must be written with sealedbids required to be submitted.
Must be written with sealedbids required to be submitted.
Must be written withsealed bids required to be submitted.
Multi-stepprocu r ement proc e dure may include:� Conceptual
proposal� Detailed
technical report� Revised
detailed proposal
� Bid phase� Draft bid (no
cost data)� Final bid
Not required Not required Not required b ut recommended for high risk transaction.
Required
Quote, Bid orProposal due date
� Verba l -upon oralcontact or shortly thereafter anddocumented in phonescript required.
� Writte n -as specified in the written solicitation.
Specific time and place as specified in the writtensolicitation.
Bids received after the bid submission date and time may not be considered (non- responsive).
Specific time and place as specified in the writtensolicitation.
Bids received after the bid submission date and time may not be considered (non- responsive).
Specific time and place as specified in the writtensolicitation.
Bids received after the bid submission date and time may not be considered (non-responsive).
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 2 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000
Requiredcontents
� Date & time supplierresponse is due
� Request signature ofauthorized supplier representative
� Information on how thebid response is submitted
� Identify administrativerequirements
� Identify technicalrequirements
� Any attachments to besubmitted with bid response
� Cost forms or clearindication of cost placement in thesolicitation
� Identify the evaluationcriteria.
� Date & time supplierresponse is due
� Request signature ofauthorized supplier representative
� Information on how thebid response is submitted
� Identify administrativerequirements
� Identify technicalrequirements
� Any attachments to besubmitted with bid response
� Cost forms or clearindication of cost placement in the solicitation
� Identify the evaluationcriteria
� Must include Award ofContract and ProtestsRFQ language. (Chap. 4)
� Date & time supplierresponse is due
� Request signature ofauthorized supplier representative
� Information on how thebid response is submitted
� Identify administrativerequirements
� Identify technicalrequirements
� Any attachments to besubmitted with bid response
� Cost forms or clearindication of cost placement in the solicitation
� Identify the evaluationcriteria
� Date & time supplierresponse is due
� Request signature ofauthorized supplier representative
� Information on how thebid response is submitted
� Identify administrativerequirements
� Identify technicalrequirements
� Any attachments to besubmitted with bid response
� Cost forms or clearindication of cost placement in thesolicitation
� Identify the evaluationcriteria
Administrativerequirements
� Provision for acceptingfaxed bids
� DVBE solicitationlanguage & applicableDVBE participation attachment
� If DVBE is w a ived , astatement to that effect must be in solicitation.
� Non-SB claiming 25%SB participation
� Small businesspreference
� Provision for acceptingfaxed bids
� DVBE solicitationlanguage & applicableDVBE participation attachment
� If DVBE is w a ived , astatement to that effect must be in solicitation.
� Non-SB claiming 25% SBparticipation
� Small businesspreference
� Faxed bids, notapplicable
� DVBE solicitationlanguage & applicableDVBE participation attachment
� If DVBE is w a ived , astatement to that effect must be in solicitation.
� Non-SB claiming 25% SBparticipation
� Small businesspreference
� Faxed bids, notapplicable
� DVBE solicitationlanguage & applicableDVBE participation attachment
� If DVBE is w a ived , astatement to that effect must be in solicitation.
� Non-SB claiming 25%SB participation
� Small businesspreference
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 3 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000Administrative Requirements (continued)Target Area contract Preference Act(TACPA)
� Required forsolicitations valued at$100,000 and over.
� Recommended for solicitations valued at$85,000 and over.
Required for solicitations valued at $100,000 and over.
Required for solicitations valued at $100,000 and over.
Required for solicitations valued at $100,000 and over.
Administrative considerationsas applicable to thetransaction
� DVBE Incentive � Remedies for exception � Customer references
� DVBE Incentive � Remedies for exception � Customer references
� DVBE Incentive � Remedies for exception � Customer references
� DVBE incentive � Remedies for
exception � Customer references
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 4 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000BidderInstructions(GSPD-451)
Re q uir e d � Verb a l – less than
$5,0 0 0.00 phone script must refer suppliers to the location on DGS/PD web page.
� Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
� Written – either byattaching hardcopy to solicitation or identifying insolicitation the location ofthe electronic version.
� Must include Award of Contract and Protests RFQ language. (SCM 2, Chapter 4 & SCM 3, Chapter 3.
Section II – Rules GoverningCompetition replace theBidder Instructions at this level.
Section II – RulesGoverning Competition replace the BidderInstructions at this level.
Model Contract Language (Referenced as “Attachments” not “Exhibits”)Statement ofWork (including Equipment and Delivery Schedules)
As applicable to thetransaction.
If used:Verbal – Less than$5,000.00 phone script must be documented. Written – required.
As applicable to thetransaction.
If usedWritten – required.
As applicable to thetransaction.
If usedWritten – required.
As applicable to thetransaction.
If usedWritten – required.
IT GeneralProvisions(GSPD-401 IT)
Re q uir e d � Verb a l – Less t han
$5,0 0 0.00 p hone script must refer suppliers to the location on DGS/PD web page.
� Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
Written – required either by attaching hardcopy tosolicitation or identifying in solicitation the location of the electronic version.
Written – required either by attaching hardcopy tosolicitation or identifying in solicitation the location of the electronic version.
Written – required either by attaching hardcopy tosolicitation or identifying in solicitation the location of the electronic version.
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 5 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000IT PurchaseSpecialProvisions
As applicable to the transaction.
If applicable: � Verb a l – U n der
$5,0 0 0.00 phone script must refer suppliers tothe location on DGS/PDweb page.
� Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
As applicable to the transaction.
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction.
If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
IT MaintenanceSpecialProvisions
As applicable to the transaction.
If applicable: � Verb a l – U n der
$5,0 0 0.00 phone script must refer suppliers tothe location on DGS/PDweb page.
� Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
As applicable to the transaction.
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction.
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction.
If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 6 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000IT SoftwareLicenseSpecialProvisions
As applicable to the transaction.If applicable: � Verb a l – Less t han
5,000 phone script must refer suppliers to the location on DGS/PDweb page.
� Written – either byattaching hardcopy to solicitation or identifyingin solicitation thelocation of the electronic version.
As applicable to the transaction.
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction.
If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
IT PersonalServicesSpecialProvisions
As applicable to the transaction.If applicable: � Verb a l – L ess than
$5,0 0 0 phone script must refer suppliers to the location on DGS/PD web page.
� Written – either byattaching hardcopy to solicitation or identifyingin solicitation thelocation of the electronic version.
As applicable to the transaction.
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction.
If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.
As applicable to the transaction.
If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.
AgencySpecialProvisions
As applicable to thetransaction.If applicable: � Verb a l – Less t han
$5,0 0 0 phone script must refer suppliers tothe location on DGS/PDweb page.
� Written – include insolicitation.
As applicable to thetransaction.
If applicable:Written – providing in solicitation.
As applicable to thetransaction.
If applicable:Written – providing in solicitation.
As applicable to thetransaction.
If applicable:Written – providing in solicitation.
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 7 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000.00
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000Addenda Verb a l – Less than $5,000
must be addressed inphone script and documented.
Written – � Required to effect
change to solicitation. � Modified prior to the
date fixed for submission of final bids
� Will be numberedconsecutively
� Identify where and whatchanged.
Verb a l – not a p plic a b l e
Must be w r itte n : � Required to effect change
to solicitation. � Modified prior to the date
fixed for submission of final bids
� Will be numberedconsecutively
� Identify where and whatchanged.
Verb a l-not a pp l icab l e
Must be w r itte n : � Required to effect change
to solicitation. � Modified prior to the date
fixed for submission of final
� bids � Will be numbered
consecutively � Identify where and what
changed.
Verb a l-not a pp l icab l e
Must be w r itte n : � Required to effect
change to solicitation. � Modified prior to the
date fixed for submission of final
� bids � Will be numbered
consecutively � Identify where and
what changed.Two sealedenvelope evaluation procedure
L o w e st net co s t , notapplicable
Val u e effectiv e , required
L o w e st net co s t , notapplicable
Val u e effectiv e , required
L o w e st net co s t , notapplicable
Val u e effectiv e , required
L o w e st net co s t, not ap p lic a b le
Val u e effectiv e , requir e d Required number of bidsthat must be received.
Responsive quotes from at least two responsiblesuppliers, unless advertised.
Responsive quotes from at least two responsiblesuppliers, unless advertised.
If advertise d :One, with verification in accordance with therequirements andrecommended practices inSCM, Vol. 3, Chapter 4.
One, with verification in accordance with therequirements and recommended practices inSCM 2, Chapter 4
One, with verification in accordance with therequirements and recommended practicesin SCM 2, Chapter 4
Public bid opening
L o w e st net co s t, not required.
Val u e effectiv e , not applicable
L o w e st net co s t , not required.
Val u e effectiv e , not applicable
L o w e st net co s t , required.
Val u e effectiv e , not applicable
L o w e st net co s t not applicable.
Val u e effectiv e , not applicable
Public cost opening
L o w e st net co s t , not applicable
Val u e effectiv e , required
L o w e st net co s t , not applicable
Val u e effectiv e , required
L o w e st net co s t , not applicable
Val u e effectiv e , required
L o w e st net co s t , not applicable
Val u e effectiv e , required
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 8 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000Evaluation MethodologyLowest net cost meetingall other bidspecifications
Preferred solicitation format for this evaluation criteria
Preferred solicitation format for this evaluation criteria
Must be a sealed bid.
Acceptable solicitation format for this evaluation criteria and
Must be a sealed bid.
Not applicable
Value-effective Acceptable solicitation format for this evaluationmethodology and
Must provide for a two envelope evaluation procedure
Acceptable solicitation format for this evaluationmethodology and
Must provide for a two envelope evaluation procedure
Acceptable solicitation format for this evaluationmethodology and
Must provide for a two envelope evaluation procedure
Acceptable solicitation format for this evaluationmethodology and
Must provide for a two envelope evaluation procedure.
Evaluation PhaseConfidentialitystatement (team/need-to- know participants)
Not required, but recommended whenever a team approach todeveloping solicitation requirements and/orevaluation is used.
Not required, but recommended whenever a team approach todeveloping solicitation requirements and/orevaluation is used.
Required. Required.
Cost proposal certification
L o w e st net co s t , not applicable
Val u e effectiv e , required.
L o w e st net co s t , not applicable
Val u e effectiv e , required.
L o w e st net co s t , not required.
Val u e effectiv e , required.
L o w e st net co s t, not req u ired.
Val u e effectiv e , requiredConfidentialityof bids
Held in confidence until thepurchase document is executed.
Confidential until the noticeof intent to award is posted.
Confidential until the notice ofintent to award is posted.
Confidential until thenotice of award is posted.
Combined preferencesthreshold
The total of all preferences combined may not exceed15% or $100,000 whichever is lower.
The total of all preferences combined may not exceed15% or $100,000 whichever is lower.
The total of all preferences combined may not exceed15% or $100,000 whichever is lower.
The total of all preferences combinedmay not exceed 15% or$100,000 whichever is lower.
Public inspection ofquotes /or bids
Required Required Required Required
Posting of thenotice of intent to award
Not required. Must be posted for 5working days prior to award.
Must be posted for 5 workingdays prior to award.
Must be posted for 5working days prior to award.
Elements of a
Competitive Solicitation for
Information Technology and Telecommunication Services
SCM, Vol. 3 Page 9 of 9 07/01/10
Element $100,000 and UnderRequest for Quotation
(RFQ)$100,000.01-$1,000,000
Invitation for Bid(IFB)
$100,000.and Under
Invitation for Bid(IFB)
$100,000.01-$500,000.00
Invitation for Bid(IFB)
Over $1,000,000
Request for Proposal(RFP)
Over $1,000,000Protest ProcessProtest of award
Not applicable Department must allow for a protest period that allowsany supplier to protest the solicitation requirementsand for any bidder to protest the intent to award.
Department must allow for a protest period that allowsany supplier to protest the solicitation requirements andfor any bidder to protest the intent to award.
Department must allow for a protest period thatallows any supplier to protest the solicitationrequirements and for any bidder to protest the intentto award.
AlternativeProtestProcess
Refer to SCM, Vol. 3,Chapter 7
Refer to SCM, Vol. 3,Chapter 7
Refer to SCM, Vol. 3,Chapter 7
Refer to SCM, Vol. 3,Chapter 7
Documenting the Evaluation ResultsBid/QuoteWorksheet
Required Required Not applicable Not applicable
Evaluation andSelectionReport
Not applicable Not applicable Required Required
ProcurementSummary document
Required Required Required Required