element - california€¦ · web viewbids received after the bid submission date and time may not...

Elements of a

Competitive Solicitation for

Information Technology and Telecommunication Services

SCM, Vol. 3 of 9 07/01/10

Element $100,000 and UnderRequest for Quotation

(RFQ)$100,000.01-$1,000,000.00

Invitation for Bid(IFB)

$100,000 and Under


$100,000.01-$500,000.00


Over $1,000,000

Request for Proposal(RFP)

Over $1,000,000The IFB solicitation format is not to be used at these dollar thresholds. Use only the RFQsolicitation format.

Advertising inCSCR

Required on transactions exceeding $4,999.99

Required Required Required

Solicitationmethod

� Verb a l– less than$5,000.00 documented phone script required.

� Written – exceeding$4,999.99 and may be distributed by fax, mailor electronic

Must be written with sealedbids required to be submitted.

Must be written with sealedbids required to be submitted.

Must be written withsealed bids required to be submitted.

Multi-stepprocu r ement proc e dure may include:� Conceptual

proposal� Detailed

technical report� Revised

detailed proposal

� Bid phase� Draft bid (no

cost data)� Final bid

Not required Not required Not required b ut recommended for high risk transaction.

Required

Quote, Bid orProposal due date

� Verba l -upon oralcontact or shortly thereafter anddocumented in phonescript required.

� Writte n -as specified in the written solicitation.

Specific time and place as specified in the writtensolicitation.

Bids received after the bid submission date and time may not be considered (non- responsive).


Bids received after the bid submission date and time may not be considered (non- responsive).


Bids received after the bid submission date and time may not be considered (non-responsive).

Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000.00


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000

Requiredcontents

� Date & time supplierresponse is due

� Request signature ofauthorized supplier representative

� Information on how thebid response is submitted

� Identify administrativerequirements

� Identify technicalrequirements

� Any attachments to besubmitted with bid response

� Cost forms or clearindication of cost placement in thesolicitation

� Identify the evaluationcriteria.







� Cost forms or clearindication of cost placement in the solicitation

� Identify the evaluationcriteria

� Must include Award ofContract and ProtestsRFQ language. (Chap. 4)







� Cost forms or clearindication of cost placement in the solicitation








� Cost forms or clearindication of cost placement in thesolicitation


Administrativerequirements

� Provision for acceptingfaxed bids

� DVBE solicitationlanguage & applicableDVBE participation attachment

� If DVBE is w a ived , astatement to that effect must be in solicitation.

� Non-SB claiming 25%SB participation

� Small businesspreference

� Provision for acceptingfaxed bids



� Non-SB claiming 25% SBparticipation


� Faxed bids, notapplicable



� Non-SB claiming 25% SBparticipation


� Faxed bids, notapplicable



� Non-SB claiming 25%SB participation


Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000.00


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000Administrative Requirements (continued)Target Area contract Preference Act(TACPA)

� Required forsolicitations valued at$100,000 and over.

� Recommended for solicitations valued at$85,000 and over.

Required for solicitations valued at $100,000 and over.



Administrative considerationsas applicable to thetransaction

� DVBE Incentive � Remedies for exception � Customer references



� DVBE incentive � Remedies for

exception � Customer references

Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000.00


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000BidderInstructions(GSPD-451)

Re q uir e d � Verb a l – less than

$5,0 0 0.00 phone script must refer suppliers to the location on DGS/PD web page.

� Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.

� Written – either byattaching hardcopy to solicitation or identifying insolicitation the location ofthe electronic version.

� Must include Award of Contract and Protests RFQ language. (SCM 2, Chapter 4 & SCM 3, Chapter 3.

Section II – Rules GoverningCompetition replace theBidder Instructions at this level.

Section II – RulesGoverning Competition replace the BidderInstructions at this level.

Model Contract Language (Referenced as “Attachments” not “Exhibits”)Statement ofWork (including Equipment and Delivery Schedules)

As applicable to thetransaction.

If used:Verbal – Less than$5,000.00 phone script must be documented. Written – required.


If usedWritten – required.





IT GeneralProvisions(GSPD-401 IT)

Re q uir e d � Verb a l – Less t han

$5,0 0 0.00 p hone script must refer suppliers to the location on DGS/PD web page.


Written – required either by attaching hardcopy tosolicitation or identifying in solicitation the location of the electronic version.



Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000.00


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000IT PurchaseSpecialProvisions

As applicable to the transaction.

If applicable: � Verb a l – U n der

$5,0 0 0.00 phone script must refer suppliers tothe location on DGS/PDweb page.



If applicable:Written – either by attaching hardcopy to solicitation or identifying in solicitation the location of the electronic version.

As applicable to the transaction



If applicable: Written – either by attaching hardcopy to solicitation or identifying in solicitation thelocation of the electronic version.

IT MaintenanceSpecialProvisions


If applicable: � Verb a l – U n der

$5,0 0 0.00 phone script must refer suppliers tothe location on DGS/PDweb page.








Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000.00


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000IT SoftwareLicenseSpecialProvisions

As applicable to the transaction.If applicable: � Verb a l – Less t han

5,000 phone script must refer suppliers to the location on DGS/PDweb page.

� Written – either byattaching hardcopy to solicitation or identifyingin solicitation thelocation of the electronic version.



As applicable to the transaction




IT PersonalServicesSpecialProvisions

As applicable to the transaction.If applicable: � Verb a l – L ess than

$5,0 0 0 phone script must refer suppliers to the location on DGS/PD web page.

� Written – either byattaching hardcopy to solicitation or identifyingin solicitation thelocation of the electronic version.







AgencySpecialProvisions

As applicable to thetransaction.If applicable: � Verb a l – Less t han

$5,0 0 0 phone script must refer suppliers tothe location on DGS/PDweb page.

� Written – include insolicitation.


If applicable:Written – providing in solicitation.





Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000.00


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000Addenda Verb a l – Less than $5,000

must be addressed inphone script and documented.

Written – � Required to effect

change to solicitation. � Modified prior to the

date fixed for submission of final bids

� Will be numberedconsecutively

� Identify where and whatchanged.

Verb a l – not a p plic a b l e

Must be w r itte n : � Required to effect change

to solicitation. � Modified prior to the date

fixed for submission of final bids

� Will be numberedconsecutively

� Identify where and whatchanged.

Verb a l-not a pp l icab l e

Must be w r itte n : � Required to effect change

to solicitation. � Modified prior to the date

fixed for submission of final

� bids � Will be numbered

consecutively � Identify where and what

changed.

Verb a l-not a pp l icab l e

Must be w r itte n : � Required to effect

change to solicitation. � Modified prior to the

date fixed for submission of final

� bids � Will be numbered

consecutively � Identify where and

what changed.Two sealedenvelope evaluation procedure

L o w e st net co s t , notapplicable

Val u e effectiv e , required





L o w e st net co s t, not ap p lic a b le

Val u e effectiv e , requir e d Required number of bidsthat must be received.

Responsive quotes from at least two responsiblesuppliers, unless advertised.

Responsive quotes from at least two responsiblesuppliers, unless advertised.

If advertise d :One, with verification in accordance with therequirements andrecommended practices inSCM, Vol. 3, Chapter 4.

One, with verification in accordance with therequirements and recommended practices inSCM 2, Chapter 4

One, with verification in accordance with therequirements and recommended practicesin SCM 2, Chapter 4

Public bid opening

L o w e st net co s t, not required.

Val u e effectiv e , not applicable

L o w e st net co s t , not required.


L o w e st net co s t , required.


L o w e st net co s t not applicable.


Public cost opening

L o w e st net co s t , not applicable








Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000Evaluation MethodologyLowest net cost meetingall other bidspecifications

Preferred solicitation format for this evaluation criteria

Preferred solicitation format for this evaluation criteria

Must be a sealed bid.

Acceptable solicitation format for this evaluation criteria and

Must be a sealed bid.

Not applicable

Value-effective Acceptable solicitation format for this evaluationmethodology and

Must provide for a two envelope evaluation procedure

Acceptable solicitation format for this evaluationmethodology and





Must provide for a two envelope evaluation procedure.

Evaluation PhaseConfidentialitystatement (team/need-to- know participants)

Not required, but recommended whenever a team approach todeveloping solicitation requirements and/orevaluation is used.

Not required, but recommended whenever a team approach todeveloping solicitation requirements and/orevaluation is used.

Required. Required.

Cost proposal certification


Val u e effectiv e , required.



L o w e st net co s t , not required.


L o w e st net co s t, not req u ired.

Val u e effectiv e , requiredConfidentialityof bids

Held in confidence until thepurchase document is executed.

Confidential until the noticeof intent to award is posted.

Confidential until the notice ofintent to award is posted.

Confidential until thenotice of award is posted.

Combined preferencesthreshold

The total of all preferences combined may not exceed15% or $100,000 whichever is lower.



The total of all preferences combinedmay not exceed 15% or$100,000 whichever is lower.

Public inspection ofquotes /or bids

Required Required Required Required

Posting of thenotice of intent to award

Not required. Must be posted for 5working days prior to award.

Must be posted for 5 workingdays prior to award.

Must be posted for 5working days prior to award.

Elements of a



SCM, Vol. 3 of 9 07/01/10


(RFQ)$100,000.01-$1,000,000


$100,000.and Under


$100,000.01-$500,000.00


Over $1,000,000


Over $1,000,000Protest ProcessProtest of award

Not applicable Department must allow for a protest period that allowsany supplier to protest the solicitation requirementsand for any bidder to protest the intent to award.

Department must allow for a protest period that allowsany supplier to protest the solicitation requirements andfor any bidder to protest the intent to award.

Department must allow for a protest period thatallows any supplier to protest the solicitationrequirements and for any bidder to protest the intentto award.

AlternativeProtestProcess

Refer to SCM, Vol. 3,Chapter 7




Documenting the Evaluation ResultsBid/QuoteWorksheet

Required Required Not applicable Not applicable

Evaluation andSelectionReport

Not applicable Not applicable Required Required

ProcurementSummary document

Required Required Required Required

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