Demolition/Abatement Constracts (Folders 1-2)

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Chapter 4: lviethods of Scicction http:/~w1vw~.fta.dot.go~'ifta-libran~%admin~I3PPmarvscct 40.htm proposals. If you will be charging bidders or offerors for your solicitation package (typically the case in construction service solicitations), you may want to send out a pre-solicitation notice indicating the cost and how payment (or deposit) is to be made. Have that payment information returned to your office. You may then include those firms that have provided the required payment or deposit in your ultimate solicitation list. Similarly, if your mailing list is very long, you may want to mail a pre-solicitation notification to all entities on your list advising them of the upcoming solicitation and asking if they want to receive the solicitation for this procurement. If they fail to respond, you may assume they do not wish to receive the solicitation. This action could result in a smaller (and therefore less expensive) solicitation process, while still allowing everyone on your list the opportunity to compete in the procurement. You may also ask in some or all of these mailings if the firm wishes to withdraw from the list; the quality and maintenance of the mailing lists is important to fostering robust competition. Management of Solicitation Mailing Lists - You are now ready to issue your solicitation using the list that has been developed. There are a number of management issues associated with the list at this time: • When mailing the solicitation to the entities on the list, some agencies include a post card indicating that if the entity does not respond to the solicitation (furnish a bid or proposal) it will be removed from the list for future solicitations unless they indicate (on the post card) that they want to be included on future lists. This is a~ractical recognition that the issuance of solicitations is an expensive process for the agency and only entities that have a real interest in the procurements should receive future solicitations. • If you have a separate mail room, that group may be responsible for the actual physical issuance of the solicitation. You may wish to double check that the list of entities furnished for the solicitation is the same as the list you have maintained -- be particularly concerned that the incumbent contractor (if there is one) is on the list. Notify the mail room that if a solicitation is returned because of an incorrect address ot no forwarding address is available for the entity, you are to be notified immediately so that you can try to determine the cause of the return. Once the solicitation has been issued, using the mailing list to ensure that any solicitation amendments are furnished to all entities that received the original solicitation is important, as discussed in Section 4.3.2.5, "Amendment of Solicitations." After the solicitation process is completed, the final administrative task associated with the mailing list is to update it. Indicate which firms on the list responded to the solicitation, which firms did not but asked to receive future solicitations (if you asked for this), and which firms did not respond nor indicate they wanted future solicitations. An updated list will make preparation of the next solicitation that much easier to accomplish. 4.3.2.3 Solicitation II§ 9.c(2) of FTA Circular 4220.1D requir~es that invitations for bids be issued with sufficient time to prepare bids prior to the date set for opening the bids. Further, the invitation for bids will include any Ilspecifications and pertinent attachments and shall properly define the items or services sought in order for the bidder to properly respond. 5 of 45 01 / l0/97 13:09:32