2.4.2.1. General Checklist for Use of the Fast Track RFP Process

The Fast Track RFP Process is designed for non-complex solicitations, typically under $ 250,000.00. Non-complex solicitations are considered to be projects that do not require extensive customization, pilot of functionality, or negotiations of technical requirements, and which can be completed within 6 months of contract award. Use the checklist in Table 2.8 to assist in the solicitation process using the Fast Track Process:

 

Table 2.8
Instructions for Conducting a Fast Track RFP Solicitation

Procedure Guidelines

1. Complete SPD- PS021 Fast Track RFP Request for Approval and submit to
process.improvement@doas.ga.gov

Upon approval from the SPDClosed Deputy Commissioner, in writing, continue in the process.

2. Contact a minimum of 5 suppliers to determine that they are able to respond fully to the RFPClosed and its worksheets and attachments within 15 calendar days of posting the solicitation.

If the majority of the identified suppliers cannot meet this timeframe, then the Fast Track RFPClosed Process should not be used.
3. The solicitation is posted using the State Entity RFPClosed Template (SPD-SP015 or SPD-SP016), the worksheets generated by the Requirements Sheet for RFPClosed, SPD-SP057, and all required forms used in the Solicitation Process as further detailed in Chapters 3 and 4. The solicitation will include one question and answer period, and will not include an offeror’s conference or facilitated site visits. Questions should be received within 5 calendar days of posting the solicitation and be answered within 2 business days of receipt.
4. Upon receipt of the Supplier’s response to the solicitation, the Issuing Officer will complete the Administrative Review as further detailed in Chapter 5. Suppliers who have submitted complete responses and all required forms will advance for evaluation.

5. An evaluation team composed of three (3) Entity employees will independently evaluate the Supplier’s Responses prior to convening for a Validation Meeting.

The Supplier Technical Evaluation Template, SPD-EP007, is provided to the evaluation team with the proposals for their independent consideration, but is not required to be used or returned prior to the validation meeting.
6. Issuing Officer will convene a Validation Meeting of the Evaluation Team, and will facilitate the scoring of the proposals based on the independent scores provided by the Evaluation Team, using SPD-EP013 Master Technical Evaluation Form. This document will serve as the official scoring mechanism for Fast Track RFPs.

7. The Issuing Officer will then open cost, combine the scoring of technical and cost components and identify the winning proposal. If Cost Negotiations are required, the APOClosed/CUPOClosed, who has a Negotiations Certificate, may conduct Cost Negotiation.*

* Technical Negotiations are not part of the Fast Track RFP process.

 The determination of the winning Supplier is contingent on their full compliance with all required documents and signature by the Supplier of the Contract.
8. Issuing Officer will document the award amount, timeframe of the solicitation, and alert State Purchasing if either the dollar amount or timeframe exceeded the approved thresholds prior to Notice of Award. Depending on the award amount, the Issuing Officer will use either the NOIAClosed or NOAClosed Process as specified in Chapter 6.