3.5.5.2. RFP Technical Requirements and Questions
Unlike the RFQ
process in which the state prescribes both the specifications and solution to its own needs and suppliers replicate the state’s specifications and solutions in the bids the suppliers submit, the RFP process allows suppliers to propose their own comprehensive and innovative solution to the state’s needs described in the RFP. Therefore, the RFP generally identifies some specific requirements or results which must be met, but also includes a series of questions to which the supplier will respond with its proposed solution.
The procurement professional, in collaboration with the stakeholders, will now translate the critical business requirements into a series of requirements and/or graded questions through the use of SPD-SP057 Requirements Sheet for RFP or Scored RFQC. This form will organize the requirements and questions into one of three categories: mandatory requirements, mandatory scored requirements, and additional scored requirements:
- A mandatory requirement is a requirement that the supplier must meet to be eligible for contract award. A mandatory requirement can be qualification or performance requirement.
- A mandatory scored requirement requires the supplier to meet a requirement but also to provide a response which is then graded. For example, a mandatory question may require the supplier to agree to meet a critical project deadline and also describe its plan to accomplish the necessary tasks within that timeframe.
- An additional scored requirement refers to additional services or products that may be desirable but not required. A supplier is not required to meet an additional scored requirement to be eligible for contract award; however, the supplier's score may improve if the additional scored requirement can be met. Any supplier that fails to answer an additional scored question cannot receive the points associated with the question.
RFPs may, but are not required to have, all three types of requirements.
The solicitation must identify all required products, services, and applicable service levels. If the solicitation includes provision of consideration for Georgia Resident Business, Small Business, or Georgia Resident Small Business, then the Issuing Officer must include, as part of the Additional Scored Worksheet, the SPD-SP013 Georgia Resident and Small Business Verification Form.
Finally, the procurement professional must consider the appropriate insurance requirements as well as whether a bond or letter of credit will be required. The procurement professional can obtain additional guidance regarding insurance and bonding requirements by accessing SPD-SP048 Insurance and Bonding Guidelines. Each state entity should fully assess the risk for lowering the recommended dollar amounts based on the particular need.