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Supplying Principles and Practices > USPS Supplying Practices Process Step 2: Evaluate Sources > Issue Amendments
Issue Amendments
Once the request for proposals (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
Contracting Officer 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 Contracting Officer 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.
The following are suggestions for the typical content of an amendment:
• Solicitation number
• Name of project/purchase
• Name of Contracting Officer
• Amendment identifier (e.g., serial number, index number)
• Effective date of amendment
• Description of amendment
Simple changes are often approved by the Contracting Officer. More complex
changes or those that exceed a defined cost threshold may require the
approval of the Purchase/SCM Team.
If a supplier fails to acknowledge an RFP amendment or if a proposal fails to
respond to the requirement as amended, the Contracting Officer should
inform the supplier of the matter. In such cases, suppliers should be granted
the opportunity to address amendments or correct mistakes if doing so will
enhance competition and not otherwise compromise the integrity of the
purchasing process.
Review and Finalize Request for Proposals (RFP) topic, Perform
Solicitation-Related Activities task, Process Step 2: Evaluate Sources
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