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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.

Amendment Content

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

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Validation and Verification

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.

Failure to Acknowledge Amendments

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.

Other Topics Considered

Review and Finalize Request for Proposals (RFP) topic, Perform Solicitation-Related Activities task, Process Step 2: Evaluate Sources

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