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Supplying Principles and Practices > USPS Supplying Practices Process Step 2: Evaluate Sources > Review and Finalize Request for Proposals (RFP)
Review and Finalize Request for Proposals (RFP)
The preliminary request for proposals (RFP), which was developed during the
Start Request for Proposals (RFP) Development topic of the Prepare Project
task of Process Step 2: Evaluate Sources, outlines Client requirements and
contract expectations. After the Purchase/SCM Team has conducted
activities relating to the Collect Ideas and Build Fact Base and Develop
Sourcing Strategy tasks of Process Step 2: Evaluate Sources, the RFP must
be revisited (including statement of objectives (SOO), statement of work
(SOW), specifications, and product descriptions) to ensure that the document
is clear of loopholes and addresses all the necessary requirements and
conditions of the purchase. RFPs must be amended when changes such as
quantity, specifications, delivery schedule, date of receipt of proposals, or
changes to clarify or correct solicitation ambiguities or defects must be made.
Such amendments are made by the Contracting Officer and are referenced in
the Issue Amendments topic of the Perform Solicitation-Related Activities
task of Process Step 2: Evaluate Sources. The Contracting Officer is
responsible for finalizing the RFP in working with the Client.
A review of the preliminary RFP must ensure the following:
• RFP and supporting documents abide by the relevant statutes
and regulations (or must be adjusted)
• Requirements are altered to comply with the industry's and/or
suppliers' capabilities
• RFP is free of non-value-added process steps, in accordance
with the value chain analysis
• Assumptions supporting the RFP are still valid (if not, new
assumptions should be spelled out and the RFP adjusted
accordingly)
• RFP promotes Postal Service best value
• RFP describes how proposals will be evaluated
• RFP is compatible with schedule or performance constraints
• Risk mitigation criteria are built into the RFP
• RFP states the Postal Service's expectation regarding data rights
and intellectual property
• RFP correctly and clearly describes Postal Service expectations
regarding contract performance, especially in performance-based
contracting
• RFP requires suppliers to provide necessary cost or pricing data
to support a determination of price reasonableness or cost
realism
• RFP requires proposals to include both free on board (f.o.b.)
origin and destination prices for transportation analysis, when
appropriate (additional information on f.o.b. origin and destination
prices can be found in the Shipping topic of the Complete
Delivery task of Process Step 4: Deliver and Receive
Requirements)
• RFP describes any applicable security considerations
• RFP defines the type of proposal
Proposals may be made in writing or orally:
• Written proposal - provides a clearer understanding of the
requirement and should be used whenever practicable.
• Oral proposal - used when the written proposal is impracticable
(e.g., processing a written solicitation would cause a delay
detrimental to the Postal Service or a standing price quotation is
being verified). Oral presentations may speed up the evaluation
process and provide a better picture of both the supplier's
understanding of the proposal's requirements and its proposed
approach to meeting the Postal Service's needs.
• Standing price quotations - if the practice is for suppliers to
furnish standing price quotations on supplies or services required
on a recurring basis, then this information may be used instead of
issuing a written proposal for each purchase. The Contracting
Officer must ensure that the price information is current and that
the Postal Service obtains the benefit of the suppliers' trade
discounts.
Presolicitation workshops are held to inform interested suppliers about the
upcoming opportunity, in an effort to generate their input for the final RFP.
These workshops help establish early and open dialogue with prospective
suppliers to ensure their understanding of the Postal Service's needs and
obtain recommendations for solutions.
The Contracting Officer prepares the agenda and assigns responsibilities for
the presolicitation workshop; briefings include a discussion of all pertinent
information related to the activity associated with the proposed need or
project. During this workshop, suppliers have the opportunity to comment on
the proposed RFP. Suppliers' comments can be provided orally during the
workshop or in writing. Written comments can be submitted before or after
the workshop.
To attract and retain quality suppliers, develop true strategic relationships,
and spur communication of innovative solutions without the fear of suppliers'
capabilities and ideas becoming known to competitors, the Postal Service will
protect proprietary business information to the extent required by law and
good business practice. The Contracting Officer analyzes suppliers' verbal
and written inputs for incorporation into the relevant portions of the RFP.
Total cost of ownership (TCO) estimates should be reviewed to confirm that
they remain at or below the funding objective, established in the Assess
Resources discussion of the Conceptualize Need task of Process Step 1:
Identify Needs, for the project to be sustainable. Otherwise, the
Purchase/SCM Team should revisit the requirement and RFP documentation
to make appropriate adjustments. If the TCO estimate exceeds the funding
objective, the RFP must be adjusted to reflect accurate project scope,
schedule, prices, and other criteria accordingly, so the expected cost falls
within requested funding levels.
RFP drafts should be circulated to, and reviewed by, any organization that will
be involved in the project.
The RFP should specify a particular type of contract to provide a basis for
comparing proposals, in accordance with Provision 4-1: Standard Solicitation
Provisions. Potential suppliers should submit proposals in response to the
contract type specified. The RFP should state whether alternate proposals
containing a different contract type will be accepted. Clause B-3: Contract
Type must be included in all contracts awarded without issuing a written
solicitation.
If a proposed contract award or modification will exceed $10 million, the Vice
President, Supply Management (VP, SM) must give prior written approval to
the individual purchase plan and the proposed contract award or
modification. Written approval of the proposed contract award or modification
from the VP, SM serves as the delegation of authority required if the
proposed award or modification exceeds the Contracting Officer's delegated
authority.
A Contracting Officer may take a contractual action (a purchase, modification,
or termination) exceeding his or her authority after receiving a written
delegation of authority from a Contracting Officer having and authorized to
redelegate the required authority. The redelegation must be placed in the
contract file. When determining the appropriate redelegation authority,
Contracting Officers must consider the anticipated total dollar value of the
action
Start Request for Proposals (RFP) Development topic, Prepare Project task,
Process Step 2: Evaluate Sources
Develop and Finalize Sourcing Strategy topic, Develop Sourcing Strategy
task, Process Step 2: Evaluate Sources
Issue Amendments topic, Perform Solicitation-Related Activities task,
Process Step 2: Evaluate Sources
Shipping topic, Complete Delivery task, Process Step 4: Deliver and Receive
Requirements
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