2-24 Review and Finalize RFPs

The preliminary RFP, which was developed during the Start Request for Proposal Development topic of the Prepare Project task of USPS Supplying Practices 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 USPS Supplying Practices Process Step 2: Evaluate Sources, the RFP must be revisited (including SOO, 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 CO and are referenced in the Issue Amendments topic of the Perform Solicitation-Related Activities task of USPS Supplying Practices Process Step 2: Evaluate Sources. The CO 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 Section 4-2, Shipping.
• RFP describes any applicable security considerations.
• RFP defines the type of proposal.