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Cfiapter 4: Methods of Selection http:1/www.fta.dot.gov/fts/library/admin/gppman/sect 40.htm procurements will dictate varying media and varying notice periods to most cost-et~'ectively notify the greatest feasible number of competitors. Outreach through diverse media may be the most cast-ef~'ective ~neans to increase competition, e.g. through market ~ommunication networks such as trade associations, commercial procurement listing services, or maiting list enhancement as discussed in Section 4.3.2.2 "Soticitation Mailin List." However, advertising in appropriate media is a prudent manner of ensuring unbiased notification and of making new contacts. In addition to increasing competition, advertising procurement actions also broadens industry participation in meeting industry requirements, as welt as provides assistance to smatl businesses and DBE firms interested in obtaining contracts and subcontracts. Best Practices Your state legislature, in recognizing a causal relationship between advertising and competition, may have addressed the need for advertising procurements by enacting a requirement to advertise. As with other procurement issues, you should check to see what, if any, specific requirements you are obligated to follow under your state's law. The requirement for advertisement generally takes the form of requiring a notice inviting bids be published at least once in at least one newspaper of general circulation in the state not later than the fourteenth day before the day set for receipt of bids -- the numbers vary from state to state but these parameters are typical. There are many variations to this general type of notice requirement including the number of times the notice must be published, the number af newspapers it must be advertised in, the target circulation of those newspapers, and the number of days prior to receipt of bids it must be published. The contents of the notice itself are frequently mandated as well: e.g., must include a general description of the items to be purchased, must state the location at which bid forms and specifications may be obtained, and must state the time and place for opening bids. The same rules and notice requirements may apply to both competitive bids and competitive proposals. If you have scheduled a prebid or preproposal conference, this is also one of the first pieces of information upon which the o.ffcrors will act. Remember, what you want to gain from this advertisement are responses from potentiat bidders or proposers to your up-coming procurement and their interest in receiving the solicitation you plan to issue. If you axe in a position to adopt regulatians governing the advertisement of solicitations, you should keep in mind that one of your goals through this effort is to maximize competition. With that as your goal, the following may be of assistance: • Deciding into which newspapers to place your notices, deternune which (if you have a choice) reaches the broadest readership, particularly in the business community (i.e., prospective bidder or proposer). • Because advertisements are such an expense, try to negotiate with the newspaper to include your notices for free as a"public service.:" It doesn't hurt to ask, particularly if you have competition for the business. Even if you are unsuccessful in having the notices placed for free, you might be able to obtain a reduced rate. • Does the city or county have a place where they post notices and is it used by bidders? Can you post there? You may have a glace wltere yaur agency is requirc,cl by law to post notices of its meetin~s (a public meeting act notice} which m~y be a good place to piace these procurement notices as well. 2 of 45 O1/10/97 13:0929