Demolition/Abatement Constracts (Folders 1-2)

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Chaptcr 4: Methods of Selection DISCUSSION http://w~~.fta.dot.gov/fta/libran•ladmin!BPPman/sect 40.htm The development and use of a solic~tation mailing tist is a critical part of the procurement process. This list inctudes all eligible and qualif ed concerns that have ezpressed an interest in receiving the solicitation, or that the agency considers capable of filfing the requirements of a particular procurement. Over a period of time and after repetitive procurements for the same items or services, your mailing list for some items will stabitize and you will not be adding too many new names to the tist, even after an aggrtssive and comprehensive advertisement campaign. However, it is important that you continue to "manage" that tist and ensure it is kept current and that tirms expressing an interest or desire to participate in up-coming procurements are added. During the actual solicitation process (after the solicitation is released), the list takes on added significance because it is the record detailing which firms received the solicitation and to whom amendments should be issued. Best Practices Procurement Role of Solicitation Mailin Lists - Very simply put, the solicitation mailing list contains the names, addresses and frequently the point of contact for entities that will receive your solicitation. Development of Solicitation Mailin Lists - This list can be developed from a variety of sources: • Prior procurements are reviewed and the names of entities that submitted bids or proposals in response to those procurements are included in the list for this new procurement. • If what you are going to buy is currentiy under contract, the incumbent contractor is normally included on the list.29 • Firms that responded to your advertisement expressing an interest in obtaining the solicitation you are issuing should be added to the mailing list. • You may encourage your internal customer to provide you with names of firms it considers capable of filling the requirements of the proeurement for inclusion on your list. If the specifications for your requirement were prepared by third party consultan#s or contractors, they may be a source for firms that are considered capable of filling the requirements.3Q • The DBE program office vvithin your agency can identify any DBE firms that may be interested in receiving the solicitation. Depend'tng upon how your database is established, you may need to identify the Standard Industrial Ciassification tSIC) Code number (cn however your agency identifies firms within your database) and furnish that Code tct the ~pprapriate office to aid in their search. Any firms so identified can be added to your list as welL • National, state, and local agencies may be able to assist with lists; e.g., your state economic development of~ice or national trade associations. • Partieularly in construction solicitations, you will want to add to your mailing list plan rooms that are operated by various trade associations or chambers of commer~e and' any Dodge Room services in your locale. These are ideal locatians for speciatty subcontractors to review the plans and specifications that are applicabte to only their particular speciahy without buying the entire solicitation package. The more know(edgeable multiple subcontractors are about your procurement, the better the competition to the prime contractors who will be submitting bids or proposals. 14 of 45 O1/10/97 13:0931