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 www.pasupplierportal.state.pa.us 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 timeline set 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
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
Research
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
elbowers@state.pa.us