PROCUREMENT GUIDELINES

V. SPECIFIC GUIDANCE: REQUESTS FOR PROPOSALS

A. In troduc tion A Request for Proposals (RFP) is generally used for the procurement of services or technology in situations where price is not the sole determining factor and the award will be based on a combination of cost and technical factors (Best Value). Through its proposal, the bidder offers a solution to the objectives, problem, or need specified in the RFP, and defines how it intends to meet (or exceed) the RFP requirements. Appropriate planning is essential for a successful RFP. The first step is to view the process as a project and to develop a timeline of events to meet the agency’s programmatic needs and effectively budget staff time. It is also essential to focus on and develop the contract scope of service and deliverables that are required before proceeding to develop the methodology for evaluating proposals. NOTE: If a vendor participates in the development or writing of the specifications for the RFP, that company is generally prohibited from participating in the procurement. (See State Finance Law §163(2) and for technology procurements; see also State Finance Law §163-a.)

B. Es s en tia l RFP Con ten ts

An RFP should clearly convey all the information needed for potential bidders to determine their interest in participating in the solicitation and to offer a competitive proposal. At a minimum, the RFP should include language addressing each of the following items:

Table of Contents A detailed and accurate Table of Contents improves the ability of potential bidders to grasp and keep track of all aspects of the RFP and to respond effectively. Description of Program Objectives and Background This RFP section provides a general description of the agency’s overall objectives and the underlying reasons for the procurement. Scope of Services This section generally describes the scope of services necessary to meet the agency’s needs. The section should include any strategic and tactical plans/direction of the agency to be affected by the required services.

New York State Procurement Guidelines 24