Simplified purchasing allows for the use of both oral and written solicitations. However, the nature and complexity of the requirement should be the deciding factor in determining the solicitation method. Because there should be a number of potential suppliers in the marketplace for commercially available goods and services, oral solicitations typically should suffice and prove the most efficient solicitation method.
Regardless of whether oral or written solicitation procedures are used, certain elements must be communicated to potential offerors when soliciting offers for simplified purchases. First, solicitations must state all factors to be considered in the evaluation as well as the relative importance of price to those other factors (i.e., price is more important, less important, or as important as the evaluation factors). Past performance and supplier capability must be included as evaluation factors and in most cases should be sufficient. However, additional evaluation factors may be used to (1) help clarify the Postal Service’s objectives for a particular purchase; and (2) help suppliers develop their proposals. (See 2-26, Develop Proposal Evaluation Strategy for more information on evaluation factors.) The following are examples of additional evaluation factors, which, depending on the purchase, may prove effective in evaluating proposals for simplified purchases:
Solicitations do not need to disclose the relative importance assigned to the evaluation factors.
The following information must be provided to and obtained from suppliers when conducting an oral solicitation:
- Provide the supplier with a complete description of:
- The supplies or services to be purchased.
- The quantities needed.
- The required delivery date.
- The complete delivery address.
- Any other information pertinent to the buy, including the basis of award and the role of price in the purchase, the evaluation factors that will be used to evaluate the proposal, and any applicable solicitation provisions and contract clauses.
- Obtain the following information from the supplier:
- Full name, address, and telephone number of the firm.
- Name of contact person.
- Type of business.
- Tax Identification Number (TIN).
- Price quotes.
- Discount terms.
- Delivery date.
- Free on board (f.o.b.) point.
- Any other information pertinent to the purchase such as product literature, product samples, technical features, and warranty provisions.
- All of the obtained information must be recorded and included in the contract file (see Section 2-43.10, Contract Files for Simplified Purchases, for more information about contract file requirements).
Written solicitations should contain the same elements as oral solicitations. However, because the written solicitation is most likely being used for more complex requirements, additional elements, such as the statement of work, specifications, and salient characteristics of the commercial good or service, may be required. For information about requirements for written solicitations, see Sections 2-2, Start Request for Proposal Development,
2-24, Review and Finalize Request for Proposals (RFP), and 2-27, Issue RFPs and Publicize Requirements.
