Solicitation Frequently Asked Questions
- Procurement
- How to Build a Request for Proposal (RFP)
- Current: Frequently Asked Questions
Solicitation FAQs
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- Request for Proposal (RFP) Development Process
I'm ready to start the Request for Proposal (RFP) process. What should I do now?
You will need to download and submit a Letter of Intent (LOI) to the Director of Strategic Sourcing. If your agency has a dedicated IDOA Account Manager, you will email the completed Letter of Intent (LOI) to him or her.
The Director of Strategic Sourcing, or IDOA Account Manager, will review the LOI to ensure the document is filled out completely, all questions are answered, and all required signatures are provided. If the LOI was completed with all requirements, it will be assigned to a Sourcing Analyst or Account Manager to begin the solicitation process. The Sourcing Analyst or Account Manager contact the agency point of contact (listed on the LOI) to get the process started.
Who writes the Scope of Work (SOW) for the Request for Proposal (RFP)?
The agency writes the scope of work. The IDOA analyst is available to the agency to provide guidance and best practices for writing a scope of work.
I have never participated in a Request for Proposal (RFP) process before. What types of information should be included in the Scope of Work (SOW)?
The types of information should include, but not limited to the following:
- performance - describe what can be accomplished
- functional - convey the end purpose or result
- design - convey precisely what is to be done
- current work - describe what the current process/procedures
- contract deliverables - convey what the vendor is to accomplish
- current spend - convey how much is currently being spent
We already know what we need, do we have to do a Request for Proposal (RFP)?
Yes, for purchases over $75,000 agencies must complete the appropriate procurement method to follow the State’s laws and policies.
Where do I get a Letter of Intent (LOI)?
You can download the Letter of Intent (LOI) from the website or request it the Director of Strategic Sourcing. If your Agency has a dedicated IDOA Account Manager, you can also request the Letter of Intent (LOI) from him or her.
Do I need to complete the entire Letter of Intent (LOI)
Yes, you will need to answer all of the questions and provide as much information as possible. The Letter of Intent (LOI) must also have all of the required signatures [Agency Head, Chief Financial Officer, and the IOT Chief Information Officer (if information technology goods or services are included) or Designees].
Who do I send the completed Letter of Intent (LOI)?
You will email the Letter of Intent (LOI) to the Director of Strategic Sourcing. If your agency has a dedicated IDOA Account Manager, you will email the completed Letter of Intent (LOI) to him or her.
What types of questions do we need to have for the Technical Proposal?
The best types of questions for vendors to answer are open-ended. The questions should force vendors to provide a narrative response, not a yes or no response.
- Request for Proposal (RFP) Evaluation
How long does the RFP process take?
The RFP process can take 4-6 months from the time the Letter of Intent (LOI) is submitted to the Director of Strategic Sourcing to the time of solicitation award.
What is a BAFO and why are they done?
BAFO stands for Best and Final Offer. It is done to encourage vendors to provide the State with the best possible pricing.
Once we are done with the RFP process, who negotiates the contract?
If the contract is going to be managed by the agency, then the agency negotiates and maintains it. If the contract is going to be an all-State Agency QPA, then it is managed by IDOA Procurement.
How many evaluators can we have on a solicitation?
There can be 3-5 evaluators. If the agency wants to use more than five, it will require IDOA approval.
How many advisors can we have on a solicitation?
There can be as many advisors as needed.
A vendor reached out to our agency with questions about an RFP recently released by IDOA on our behalf. Are we allowed to communicate with the vendor directly?
No, you are not allowed to communicate with any vendor regarding an RFP that was released by IDOA. If you have a current contract with the vendor, you are allowed to have discussions regarding the contract.
What happens if the RFP results in a protest? How will this impact our ability to negotiate with the vendor awarded the RFP?
If a protest is received, you will still be able to negotiate the contract with the winning vendor. You will not be able to execute a contract until the protest period has passed and the issue has been resolved.
Is my evaluation scorecard publicly released?
No, evaluation scorecards are kept confidential.
- Request for Information (RFI) Process
What does RFI stand for?
An RFI is a Request for Information.
What is the purpose of a Request for Information (RFI)?
The information gained from an RFI process may be used in the development of a competitive solicitation process (ex: RFP), leading to the selection of a contractor that is best suited to provide the solution(s) that meets the requesting agency’s requirements.
How long does the RFI process take?
The RFI process can take anywhere from 3-5 weeks.
How do I start the RFI process?
To start an RFI process, send an email to the Director of Strategic Sourcing and state that you are wanting start an RFI process.
Can we award to a vendor from an RFI?
Awarding a contract from an RFI will require approval from IDOA.
- Negotiated Bid Process
If I am purchasing a commodity over $75,000, how do I start the process?
A Requisition must be created in PeopleSoft Financials, and emailed to the Director of Strategic Sourcing.
How is a negotiated bid awarded?
A negotiated bid is awarded to a vendor based on lowest cost alone.
- Special Procurements
Where can I get a special procurement form?
They are submitted via PeopleSoft by the Head Procurement Agent. Instructions can be found on the Solicitation Methods web page.
Where can I find the special procurement Indiana Code justifications?
You can find the special procurement Indiana Code justifications (IC 5-22-10) from the Agency Resource Center website, the DPAP manual, or the Indiana General Assembly website.
Who do I submit the finished special procurement?
Please visit the Solicitation Methods web page for instructions on how to submit your special procurement request.
Who should be submitting the special procurement on behalf of the agency?
The agency's Head Procurement Agent should submit the signed special procurement form, and all of the other required documentation, to the special procurement email box.
What is the special procurement dollar amount that is required to have IDOA approval?
Special procurements that are over $5,000 need IDOA approval.
What is information is needed if the special procurement will result in a contract?
If the special procurement will result in a contract, then a signed special procurement form is needed. Other documentation may be needed depending on the special procurement IC justification code sited.
What information is needed if the special procurement will result in a one-time purchase (not resulting in a contract)?
If the special procurement will result in a one-time purchase, then a signed special procurement form is needed, along with a signed solicitation package. All one-time purchase non QPA requests over $5000 require a completed RFQ package and the required DOR/DWD vendor clearance results. They will also require pricing information from the vendor (i.e. formal quote, email with pricing, etc.)