Request for Proposals (RFP)

Requests for proposals are most often used for the procurement of personal services, where the performance capability of vendors must be evaluated on factors other than price (i.e., technical capabilities, past experience, the financial viability of the company). At times sufficient knowledge about a project is not known in order to effectively define the specific scope of work, and therefore vendors are asked to describe an approach or strategy for obtaining the desired end result. Requests for proposals are not awarded on cost alone, but rather on a variety of factors (including cost) that are determined prior to posting the RFP. The scoring methodology must be defined before the deadline for receiving proposals. Responses to requests for proposals can be very complex and require several different skill sets when being evaluated. Therefore, it is critical to select an appropriate evaluation committee, prior to receiving proposals, and to ensure that the evaluation is fair and objective.

Requests for proposals are posted on the Colorado BIDS system for 30 calendar days. DNR Purchasing must conduct communication with interested vendors. It is not appropriate for other DNR employees to answer questions or respond to requests for information concerning the project that is out for bid.

The DNR purchasing staff should be consulted at the inception of a request for proposal. While the requesting party is required to write the scope of work and the evaluation criteria, the purchasing staff will draft the RFP. Also, the purchasing staff must sign off on all aspects of the RFP including the scope of work, the schedule, the evaluation criteria and evaluation committee members prior to its release. Working with the Purchasing Office can prevent wasted time and effort, and avoid potential protests by vendors.