The RFP process is the most complex of the procurement processes. An RFP is issued when deliverables are unknown and/or difficult to quantify. An RFP allows vendors to propose solutions which are then evaluated for award, generally by an evaluation committee. Additional criteria to use in evaluating RFP’s can include, but is not limited to, past experience, key personnel, proposed methodology, scheduling, references and price.
It can take substantially longer to prepare and issue an RFP but the process allows more flexibility in the evaluation of criteria for award. Although it takes additional time and effort in developing, administering and awarding an RFP, the result is a product or service that is specifically suited to the University’s need at a more competitive price.
The evaluation criteria in an RFP typically have three components:
The first is mandatory requirements. These are the minimum requirements of the Department. If any bidder does not clearly meet the mandatory requirements, the proposal will be rejected.
Second, there are “desirable features” or "wants" of the Department. These criteria must be related to the specifications and requirements contained in the RFP, and then must be weighted to reflect their importance without giving unfair advantage to any particular bidder. The bidder’s response to these criteria are evaluated and points awarded based on how well the bidder meets the “desirables” or "wants."
The last category evaluated in an RFP process is cost. The points awarded for cost may be equal to, greater-than, or less-than the point value of all the other evaluation criteria in the RFP. The lowest price proposal receives the maximum points available. For the higher bidders, they are awarded the same percentage lower in points as their price is higher than the low bid.
Request for Proposal (RFP)
When submitting an order to PaCS you will need to do the following:
To submit an order fax it to 737-2170, email it to PaCS, or put it in campus mail. Please do not send two copies of your order such as an original and a faxed copy. This will only increase the risk of duplicating an order.
Remember if your order or contract is valued at $100,000 or more, PaCS is required to submit it to the Department of Justice (DOJ). Statute requires these orders and contracts be submitted to DOJ for legal sufficiency review. This process may add 2 weeks to the RFP process and another 2 weeks to the resulting contracting or purchase order portion of the entire RFP process so you will need to plan accordingly. Oregon Administrative Rules (OAR) requires these orders be submitted to DOJ for legal sufficiency. This process may add 2 weeks to your order so you will need to plan accordingly.
