THE RFP PROCESS
The Request For Proposal process provides Offerors sufficient information so they may submit proposals in consideration by the Commonwealth of Pennsylvania to satisfy a need for a project.
BEFORE YOU BEGIN
Register as a vendor if proposing on a Commonwealth of PA project.
Registered but forgot your vendor number? Call 1-877-435-7363
RFP Primary Parts
Calendar of Events
Part I – General Information
Part II – Proposal Requirements
Part III – Criteria for Selection
Part IV – Work Statement
CALENDAR OF EVENTS
Set up a system in your office to track this timelineset up by Owner for the Proposal
Deadline to submit questions date
Preproposal Conference date
Deadline to answer questions (RFI) date
Addenda and other communication dates and where published (web site address)
Sealed proposal DUE DATE
Part IV WORK STATEMENT
The Work Statement is the most important part of the RFP
Scope of work must be met
You are proposing on:
All tasks
All Reports
All mandatory requirements.
Put a team together if your firm cannot handle all you have committed to
The RFP and your proposal become part of your contract
Performance per contract is mandatory
PART I GENERAL INFORMATION
Read carefully; be sure to understand these key parts
I-4 Problem Statement
I-5 Type of Contract
I-8 Preproposal Conference
I-9 Questions & Answers
I-10 Addenda to the RFP
I-12 Proposals
I-13 Disadvantaged Business Information
I-15 Page Limit
I-16 No alternate proposals accepted
I-25 Term of Contract
Part II – PROPOSAL REQUIREMENTS
Offerors must submit their proposals in the format, including heading descriptions, outlined in this Part.
TECHNICAL SUBMITTAL
Part II, Sections II-1 through II-8
Follow directions exactly
Be sure you understand the Work Scope in Part IV
DISADVANTAGED BUSINESS SUBMITTAL
Part II, Section II-9
If you are a M/W/DBE you still must submit this Section
For ARRA related projects the Minimum Participation Level (MPL) is 10%
COST SUBMITTAL
Part II, Section II-10
Detailed instructions
Follow them to the letter
Double check all descriptions and calculations before submission
APPENDICES
Read Carefully – each RFP is different regarding Appendices
All must be included
All must be signed with an original signature in ink
ASK QUESTIONS
If you don't understand something, send your questions in writing to the contact listed in the RFP using the procedure set up in the Calendar of Events and Part I-9
Try to ask all your questions at one time, rather than asking questions one at a time.
PRIORITIZE THE ELEMENTS OF YOUR PROPOSAL
Allocate tasks within your firm to better analyze the RFP and prepare the proposal
You don’t get a “do over” if you miss something or add incorrectly.
SUBMITTING THE PROPOSAL
Correct as to format
Original signatures
Include all forms
On time
Right place
AFTER THE PROPOSAL GOES IN…
Keep track of dates
Bid opening
Award
File for future reference:
All work sheets
Research of the project
Part III CRITERIA FOR SELECTION
III-1 Mandatory Requirements
Timely Received: see Calendar of Events and Part I–11
Properly Signed:
Original signature
Write in ink
Part III-4 CRITERIA FOR SELECTION
Point values assigned to three parts of proposal
Technical
Cost
DBE Participation
For specific questions on the RFP process you may contact:
Elizabeth Bowers
Western Region Representative
Department of General Services
Bureau of Minority & Women Business Opportunities
412-442-5872