Demolition/Abatement Constracts (Folders 1-2)

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Chapter 4: Methods of Selcction for the bidder to properly respond. http:r~w~v.a~.fta.dot.go~ ~fta-'librarv/admin/BPPman/sect 40.htm § 9.d(1) of FTA Circular 4220.1D requires that requests for proposals identify alt evaluation factors along with their relative importance.31 DISCUSSION Your solicitation, whether an invitation for bids or a request for proposals, identifies the procurement, the agency and the contact person(s). It contains simple, clear instructions for preparing an offer, often including a checklist of the items in the of~'er. It clearly states the time and manner for submitting the offer, and the length of time for which the offer must remain tirm (not subject to withdrawa(). Many agenCies use a three-part, one page form for simple bids; calted a"solicitation, of~'er, and award form." The form invites bids on a list of items, provides space for prices and the bidder's execution of the offer, and space for the agency acceptance. In more complex procurements where the specification or scope of work is more eatensive, a two-part "Of~'er and Award" form incor~orates the specification by reference but still crystatlizes the essence of the solicitation in one page to be signed and submitted by the offeror, and signed upon award by the contracting officer. The most expeditious procurements often result from the inclusion of a complete contract in the soticitation. When this`is incarporated in the of~'er, no further terms have to be discussed or eaecated when the agency accepts the offer. It is important not to include any unnecessary requirements and keep the soticitation as simple as possible. Large or complex solicitation packages discourage some potentiai offerors. Best Practices Regazdless of the method used, there are certain common elements that will be present in a solicitation issued under either the competitive b'rdding or competitive proposal method of procurement.32 Many transit properties have developed pracurement forms that detaiI what is inctuded as "boilerplate" in the solicitation process and include the common elements of both methods: Other properties have established, as a procedure, a requirement that "boilerplate" common provisions be included in all solicitations that are then prepared as originals for each procurement. Regardless of which method you use (or any variation of them), the common elements include: Common Solicitation Contents ~IFB and RFP~ 1. A form which acts as the soticifation document - When signed by tfie bidder or proposer, this acts as the offer which, if accepted by the contracting officer or buyer, results in a binding contract. Although it is typicalty a single page, it is not unusual for the acceptanee document (the contract) to be a separate form. The form typically identifies: • A solicitation number for reference; • Who to contact for questions; • If there will be a pre-bid or pre-proposal conference and where and when it will be held; • The date, time, and place bids or proposals are to be received; • What additional documents are included in the solicitation a~ad what documents will be included in the contract; ` • Space for the price (offer) to be included; • Space where amendments to the solicitation can be acknowledged; 16 of 45 01/10/97 13:09:33