PROCUREMENT GUIDELINES

Detailed Requirements/Specifications This section details the technical specifications, which may be presented as specific, individual requirements or as a part of a deliverable. Specifications should not be written to favor a particular vendor and should clearly indicate the agency’s needs as well as the performance standards to which the contractor will be held. This section should also describe the relative roles and responsibilities that the contractor and the agency are expected to undertake during the term of the contract. Performance Standards This section should describe the performance standards that will be used to assess the contractor’s compliance with the contract requirements. If recommended by agency counsel, this section can include liquidated damages provision(s). Mandatory Versus Optional Elements in the Response The RFP should specify which aspects or features of the requested deliverables are critical to the agency, and therefore to the response the proposer provides, based on the following categories: • Mandatory – Minimum required goods or services that the agency deems essential to the program. • Options – Goods or services that the offerer must propose, but that the agency is not obligated to purchase. • Desirable – Goods or services that the agency prefers, but that the offerer is not obligated to propose. • Alternative – An approach proposed by the offerer that provides a different solution to the agency need. Overview of the Solicitation Process This section should provide information about how the agency will conduct the administrative aspects of the solicitation, selection, and contract development process. Procurements must be conducted in accordance with the process described in the RFP. Timeline and Calendar of Events This section should provide a specific timetable for the procurement process. Important milestones to be specified typically include: Dates for Question Submission and Agency Response – The RFP should provide the time frames for submission of questions and responses to those questions. The method for submitting questions should be stated. The question and answer process may be multiphased, allowing for questions and answers prior to, during, and/or after the pre-bid conference. If no

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