Request For Proposals

Bidding is the basic method under Chapter 30B for procuring Supply and Service contracts of $25,000 or more. However, when it is in the City’s best interest to do so, we may instead use the Request for Proposal (RFP) process to award such contracts.

The RFP process permits the City to weigh the relative merits of proposals submitted by competing offers. The City will award the contract to the bidder submitting the most advantageous proposal, taking into consideration the proposals’ relative merits and prices.

Unlike the bidding process, the RFP process may not always result in selection of the qualified proposer offering the lowest price.

The RFP will contain all of the information bidders will need to prepare a responsive proposal. An RFP consists of the following major components:

• General Information
• Purchase Description or Scope Of Services
• Evaluation Criteria
• a. Quality Requirements
• b. Comparative Evaluation Criteria
• Best Price
• Contract Terms and Conditions
• Standard Forms, and
• Proposal Submission Requirements

I. General Information

This section will give bidders general information about the RFP process:

• Time and Place for pre-bid conference, if any
• Notice that bid prices must remain firm for a specified number of days, ie. (30, 60 or 90) days after the bid opening.
• Number of copies of the bid required.
• Bonding requirements (performance or payment bonds), if any
• Bid deposit, if any

II. Purchase Description or Scope of Service

This section provides bidders with the essential physical and functional characteristics of the supply or a detailed description of the service the City wishes to purchase:

This section will also detail the contract term length and renewal options: The RFP will specify the exact contract term length and any renewal or extension options. The RFP will state that an option to renew or extend the contract is exercisable at the sole discretion of the City.

III. Evaluation Criteria

Proposals shall be opened, reviewed and ranked according to the established evaluation categories as Highly Advantageous; Advantageous; Acceptable; or Unacceptable. Interviews may or may not be conducted by the Review Committee.

a. Quality Requirements: Reflect those standards or attributes that the City considers essential to satisfactory performance of the contract. These are yes-or-no standards.Example: Does the Proposer meet each quality requirement? If the answer is yes, the proposal remains under consideration. If the answer is no, the proposal is eliminated from further consideration.The City will use quality requirements to identify Responsive Proposals (those that offer all of the supplies or services requested in the RFP and contain all of the required information and forms properly completed) and Responsible Proposers (those with the capability, integrity, and reliability to perform under the contract). 

b. Comparative Evaluation Criteria:  Acceptable proposals will be judged in accordance with the comparative evaluation criteria. This is where the City defines comparative evaluation criteria to be applied to all proposals that meet our quality requirements. 

c. Best Price:  In many cases, identifying the best price is straightforward, as when a proposer submits a single dollar figure with their proposal. In other cases, however, some calculation may be required.

IV. Contract Terms and Conditions

• Proposals will be accepted from established corporations, partnerships, proprietorships or individuals that normally furnish such goods or services as a standard part of their business.
• An evaluation committee shall determine whether the proposal meets the minimum evaluation criteria set forth in the RFP. Proposals not meeting the minimum evaluation criteria shall be rejected. The judgment of the evaluation committee shall be final. Failure to follow the instructions, meet the criteria, or agree to the terms and conditions in the RFP may be cause for rejection of the proposal as non-responsive.
• The City of Springfield has determined that the selection of the most advantageous offer for goods or services requires comparative judgment of factors in addition to cost. Each technical proposal meeting the minimum evaluation criteria shall be rated by the evaluation committee according to the comparative evaluation criteria set forth in the RFP.
• The evaluation committee shall determine a composite rating of Highly Advantageous, Advantageous, Not Advantageous, or Unacceptable for each proposal.
• After a composite rating has been determined for each proposal, the cost proposals shall be opened and reviewed to determine the most advantageous proposal taking into consideration the ratings on all comparative evaluation criteria and the cost.
• The City shall award the contract within (30, 60, or 90) days after the date established for receiving the proposals. All proposals shall remain valid and acceptable for this length of time. This time may be extended by mutual consent of all consultants and the City.
• The City of Springfieldreserves the right to accept or reject all or any portion of any or all proposals submitted, to waive informalities, irregularities or technicalities on any proposal and to make the award in the best interest of the City of Springfield.

V. Standard Forms

Properly executed forms at a minimum include:

1. Request for Proposal Form Completed and Signed-
   (An individual(s) of the firm who has authority to sign contracts must sign the proposal)
2. Tax Certification Affidavit, Signed and Notarized-
   (The proposer must complete and return the Tax Certification Affidavit with their bid/proposal. Failure to complete and return the Tax Certification Affidavit will disqualify the contractor form the bidding procedure.
3. Collusion Statement -
   (Chapter 30B requires each proposer to certify that the proposal was made in good faith and without collusion or fraud. This form must be signed and returned with the bid)
4. Affirmative Action Plan

VI. Proposal Submission Requirements

• Where and when bids must be delivered:

  Any Proposer submitting a RFP shall deliver it to the Purchase Department before the deadline for receipt of proposals and must be complete. The deadline will be strictly observed.

  Proposals shall be delivered by U.S Mail, Federal Express or other such service or by hand. Delivery by facsimile is prohibited. It is the Proposers sole responsibility to ensure that its proposal is received at the proper location at or prior to the deadline.

• How questions from prospective bidders will be handled:

  Questions concerning the Request for Proposal must be submitted in writing to: The Chief Procurement Officer seven business days prior to bid opening. Questions may be delivered, mailed, or faxed. Written responses will be mailed or faxed to all bidders on record as having picked up the RFP in the form of an addendum.

  Each proposal must contain an acknowledgment of receipt of all Addenda.

• How bid envelope should be marked:

  Envelopes must reference RFP name, bid number, the opening date, and name of the company submitting the bid. The Original should be clearly marked.

• Number of copies of the bid required
• Bid must include all standard forms
• Bid must be signed by authorized individual
• Bonding requirements (performance or payment bonds), if any
• Bid deposit, if any
• The proposal shall include a letter of transmittal that contains the name of the person, firm, or corporation submitting the proposal and the date of its presentation. Proposals must be submitted in two separate documents.

  Proposers must submit one (1) Original and the requested number of copies of the Technical Proposal. The Original envelope must be clearly marked “Original”.

  Proposers must submit one (1) Original and the requested number of copies of the of the Price Proposal. The Original envelope must be clearly marked “Price Proposal”.

THE PRICE PROPOSAL SHALL BE SUBMITTED SEPARATELY FROM THE TECHNICAL PROPOSAL. ABSOLUTELY NO COST DATA MAY BE INCLUDED IN THE TECHNICAL PROPOSAL.