The request for proposal (RFP) is the process used to obtain goods and services in which price is not the only determining factor.
The City may use the request for proposal for the purchase of goods or services per Local Government Code 252.021. The following criteria must be discussed and included in the proposal specifications.
Requests for proposals made under Section 252.021 must solicit quotations and must specify the relative importance of price and other evaluation factors.
Discussions in accordance with the terms of a request for proposals and with regulations adopted by the governing body of the municipality may be conducted with Offeror's who submit proposals and who are determined to be reasonably qualified for the award of the contract. Offeror's shall be treated fairly and equally with respect to any opportunity for discussion and revision of proposals. To obtain the best final offers, revisions may be permitted after submissions and before the award of the contract.
Proposals are treated differently than a bid in that there are additional steps that have to be completed before the proposals are ready for final consideration and approval. Proposals are received publicly, but not open for inspection. Proposals are evaluated individually according to the evaluation criteria set in the specifications, and then initially ranked. Once a candidate is selected, a best and final offer is requested.
Purchasing must be included in all aspects of the evaluation process; including review and interviews. Purchasing will assist with the agenda recommendation and will process the contract.
Work may not be started until a Notice to Proceed is received by the vendor and staff has received notification that the contract can be started by Purchasing.
APPROVED BY: POLICY DATE: REVISED DATE: