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Supplying Principles and Practices > USPS Supplying Practices Process Step 1: Identify Needs > Develop, Issue, and Analyze Responses from Request for Information (RFI)
Develop, Issue, and Analyze Responses from
Request for Information (RFI)
A request for information (RFI) is an invitation for potential suppliers to
register interest in providing a product or service. Potential suppliers submit
responses that provide information about their companies and the proposed
products or services to be provided to meet the requirement. This process
identifies what is in the marketplace and provides an opportunity to prequalify
suppliers. Unlike a request for proposals (RFP), an RFI does not imply a
commitment to acquire the product or service identified in the RFI from any
responding supplier.
An RFI provides the Postal Service with useful information to further assess
whether a make decision is feasible and may lead to innovative solutions and
a better understanding of how the requirement(s) can be met, fueling the
make vs. buy decision, . If a buy decision is later chosen, the most suitable
potential suppliers identified at this stage are logical sources to fill the
requirement.
RFIs can be used to:
• Identify candidates with whom there are no past contracts
• Identify opportunities for supplier teaming
• Obtain goods or services with which the Postal Service has had
limited experience
• Obtain general information about products, services, or suppliers
• Obtain market information when other, more efficient means are
not possible
The components that make up the RFI process are its development and
issuance and analysis of responses to it.
Development of the RFI is contingent on the factors surrounding the
requirement. It comprises Postal Service information and questions for
suppliers to answer. The following areas are addressed:
Postal Service Information:
• Postal Service background
• Scope and objectives of RFI
• RFI process synopsis (e.g., how questions will be answered)
• Instructions to suppliers for filling out RFI (format and templates
for certain information)
• Schedule of RFI
• How to submit responses
• Contact information for questions
• Other relevant information (e.g., confidentiality matters, and any
necessary disclaimers or limitations of liability)
Because an RFI is issued when the need is for information or planning
purposes, it must include Provision A-2: Solicitation for Information or
Planning Purposes. RFIs may be publicized via the Government-wide Point
of Entry (GPE), the single point where most government purchasing
opportunities and contract awards can be accessed electronically by the
public on the Internet: http://www.fedbizopps.gov. Publicizing is discussed in
detail in the Issue Request for Proposals (RFP) and Publicize topic of the
Perform Solicitation-Related Activities task of Process Step 2: Evaluate
Sources.
In addition to the specific requirement, supplier responses to a request for
information should address topics such as the following:
• Company overview
• Subsidiaries or associated companies
• Affiliations/accreditations/certifications
• Market intelligence
• Competitive positioning
• Supplier capabilities
• Summary of services or products pertaining to RFI requirement
• TCO
• Cost summary
• Organizational chart, annual report, or financial information
• References and qualifications
The Purchase/SCM Team will analyze submitted responses to the RFI.
Following the review of the responses, the Purchase/SCM Team may
consider holding a question and answer (Q&A) session with the individual
suppliers. Questions for the suppliers should be sent in advance of the Q&A
session The instructions will ensure a consistent format for all RFI
responses. The Purchase/SCM Team should carefully evaluate RFI
responses to determine the best solutions to fulfill the need.
As noted above, an RFI is used when no firm intent to purchase has been
established. Once a decision has been made to purchase a particular
requirement, a request for proposals (RFP) is required. An RFP documents
and fully informs potential suppliers of the Postal Service's requirements for
the particular purchase, including proposal expectations and identification of
best value criteria. The finalized RFP is used to generate competitive
proposals from potential suppliers. Additional information on RFPs can be
found in the Develop Preliminary Request for Proposals (RFP) topic of the
Prepare Project task of Process Step 2: Evaluate Sources.
Start Request for Proposals (RFP) Development topic, Prepare Project task,
Process Step 2: Evaluate Sources
Prequalify Suppliers topic, Perform Solicitation-Related Activities task,
Process Step 2: Evaluate Sources
Issue Request for Proposals (RFP) and Publicize topic, Perform
Solicitation-Related Activities task, Process Step 2: Evaluate Sources
Provision A-2: Solicitation for Information or Planning Purposes
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