REQUEST FOR QUOTE (RFQ), REQUEST FOR PROPOSAL (RFP), REQUEST FOR INFORMATION (RFI)

Purchasing, in accordance with Georgia state law, must obtain competitive pricing or cost analysis on institutional purchases in excess of $5000. Purchases shall be awarded to the lowest responsible bidder within considerations of quality, conformity to specifications, discounts, delivery date and price or to the vendor who presents the best value to the State. Any variance to this procedure will occur only in extreme emergencies and in accordance with State law.

Department

· Determines need for the large purchase or service

· Enters on-line REQ with complete specifications

· Processes approval program if appropriate (Obtain any Special Approval if required)

· Forward /fax all attachments to Buyer, referencing the REQ number  (Proposal, Sole Source, Check List, etc)

Purchasing

• Buyer reviews REQ for required documents, proper coding & approvals and specifications
• Buyer determines and develops, along with the department, the RFI/RFQ/RFP solicitation documents
• Buyer posts the solicitation documents to the DOAS/GA Procurement Registry website

Request for Question

A Request for Quotation (RFQ) is a formal solicitation method that includes a well-defined specification or scope of work and contains all contractual terms and conditions. The RFQ solicits price quotations or bids from prospective vendors and seeks to obtain price quotes from qualified vendors using the lowest quote as the determining factor for awarding the contract. RFQs above $100,000 are handled by DOAS. An RFQ is the most common solicitation method.

- Buyer coordinates a Pre-Bid conference, if necessary

- Buyer coordinates all addendums as required (unlawful for there to be any communication with the vendors except through the Buyer)

- Buyer completes the RFQ tabulation and seeks consensus from department on the lowest cost responsive / responsible vendor.

- Once consensus is reached, Buyer awards the RFQ and issues a PO

Request for Proposal

A Request for Proposal (RFP) is a formal solicitation method that seeks to leverage the creativity and knowledge of business organizations in order to provide a solution to a unique procurement. The RFP solicits sealed price proposals from prospective vendors and seeks to obtain the “best value” for the State. The RFP method does not use the cost of the project as the single determining factor, but rather uses a combination of lowest cost plus best proposed solution to determine the award. RFPs above $100,000 are automatically handled by DOAS; those under $100,000 may be delegated back to MCG on a case-by-case basis. An RFP is the second most common solicitation method.

- Buyer coordinates a Pre-Proposal conference, if necessary

- Buyer coordinates all addendums as required (unlawful for there to be any communication with the vendors except through the Buyer)

- Buyer completes the RFP Mandatory Requirements Evaluation form

- Buyer assembles and coordinates dissemination of documentation to Project Evaluation Committee for review

- Buyer facilitates proposal Evaluation process.

- Buyer, in consort with Project Evaluation Committee, determines need for negotiations and best and final offers.

- Once the Evaluation process is completed, the project is awarded to the vendor who presents the best value to the State (RFPs may be processed and awarded by DOAS/Atlanta)

- Buyer coordinates a Pre-award conference, if required

- Buyer processes a letter of intent and contract documents to the vendor for signatures

- Once the required documents are signed and returned by the vendor, the Buyer issues a PO and enters it in the system

- Buyer coordinates Post-award conference, if required

- Buyer maintains a hard copy file of the RFP and associated contract.

Request for Information

A Request for Information (RFI) is a quasi-formal method for soliciting information from vendors who have knowledge or information about an industry, product, or service. The RFI method is not intended to result in a contract award but is designed to allow for the collection of industry information that will then be used to determine if an RFQ or RFP solicitation method is appropriate. An RFI is the least common solicitation method.

- Buyer coordinates an Offerors conference, if necessary

- Buyer coordinates all addendums as required (unlawful for there to be any communication with the vendors except through the Buyer)

- Buyer assembles and coordinates dissemination of documentation to department or Project Evaluation Committee for review

- Information is discussed and analyzed. The Buyer, in consort with the Project Evaluation Committee, determines if the project is worth pursuing through the RFQ or RFP process.

- If so, those processes, respectively, are followed.