2-29 Issue Amendments

Once the RFP has been issued, any agreed-upon changes are reflected in amendments to the RFP. Amendments to an RFP are adjustments to requirements or other parts of the solicitation package after issuance of the RFP. The purpose of amendments is to incorporate agreed-upon changes that occur as the purchase proceeds. Once an amendment is approved, it becomes an integral part of the RFP.

RFPs must be amended when changes such as quantity, specifications, delivery schedule, wage determination, date of receipt of proposals, or changes to clarify or correct solicitation ambiguities or defects must be made. Based on the complexity of the proposed amendment, the purchase/SCM team will determine whether to proceed with amending the RFP, cancel the RFP and resolicit the requirement, or take other appropriate actions. When RFPs are amended, suppliers must be provided sufficient time to consider the amendment and revise their proposals. If notification of a change must be conveyed by telephone or some other oral (verbal) means, confirmation by written amendment must follow.

RFPs may also be amended if, during the purchasing process, the CO determines that dissemination of information is necessary to enhance competition or otherwise improve the effectiveness of the purchase. Depending on the nature of the information, it may be released as an amendment to the RFP or as general information provided for the purpose of clarification. The CO must consider the stage of the purchase and the potential for compromising the integrity of the purchasing process before deciding to disclose additional information after the release of the RFP. Amendments must be provided to all suppliers that received a copy of the RFP.