Invitation for Bid (IFB) - 1403.2

The Invitation for Bid (IFB) is a written solicitation document used to solicit bid responses for non-IT goods or for IT goods and/or services where suppliers are asked to provide a bid to the State’s known and detailed, clear requirements.

An IFB can be used for solicitations within the informal dollar range when the acquisition is complex or of elevated risk.  Formal IFBs are solicitations more complex or elevated risk acquisitions and of a higher dollar value.

The risk assessment process is completed in the planning stage of the procurement. Risk evaluation guidelines and financial protection measures for formal solicitations are established in section 1406.1, Risk Guidelines for IT.  It is important to re-evaluate risk and revise the risk assessment plan, as warranted, during the procurement process as conditions change.

Types of IFB Formats

There are three (3) IFB formats available: one (1) for non-IT goods and two (2) for IT purchases.  The characteristics of the purchase will determine which format best suits the purchasing activity.  The following bullets describe the elements to consider in determining which IFB format to use.

• For non-IT goods procurements exceeding $100,000.00, the use of the IFB for non-IT goods format is required.
• For IT goods only (i.e., Hardware and/or Software containing straightforward requirements, considered to be a low risk or less complex purchase) and the evaluation selection criteria is low net cost meeting all other bid specifications, then the solicitation will be developed using:
  • IFB for IT goods only format must include contract award and protest language.
  • Bidder Instructions* (GSPD-451)
  • IT General Provisions
• For IT goods and/or services (i.e., Hardware, Software, and/or Services) then the solicitation will be developed using the:
  • Formal IFB solicitation format, including all ten (10)-sections
  • Use Section II instead of the Bidder Instructions (GSPD-451)
  • IT General Provisions

*Bidder Instructions in lieu of Section II – Rules Governing Competition may be used if the procurement is straight-forward, and evaluation and selection is based on lowest net cost meeting all other bid specification.

High risk purchases such as large-scale integration projects are usually conducted using the formal RFP format.

Click here for Sample Solicitation templates and to obtain Elements of the Solicitation for IT Goods or IT Services or Non-IT Goods

Phased Approach

The IFB solicitation format using the multi-step procurement procedure is more structured than the RFQ and allows requirements to be organized by type such as administrative/technical specifications, evaluation methodology, bid preparation instructions and includes contract language.

This IFB format also allows phases to the procurement effort by establishing dates for suppliers to provide specified required documents, such as Intent to Bid letter, Draft Bid, and Final Bid.  The IFB specifies the state’s minimum acceptable functional, technical, and contractual requirements.

Documenting the Results

The evaluation and selection may be documented using the Procurement Summary form or the department may develop its own format as long as the pertinent facts are included.  This document must provide a chronology of the events that occurred during the solicitation process such as:

• Date of advertisement
• Names of bidders responding
• Date solicitation released

Click here to access the Procurement Summary document and information regarding file documentation recommendations for IT Goods or IT Services.

Award Methodology Types

Value-effective criteria and award is only authorized for IT acquisitions (Public Contract Code, Section 12101).

The evaluation criteria governing contract award may be based on the highest evaluated points for value effective evaluations that include services or may be based on lowest cost if the IFB is for goods alone.

If the IFB evaluation criteria is based upon a value effective methodology, then cost is required to be submitted in a separately sealed envelope and requires the technical and administrative evaluation to occur prior to opening the cost envelope.  Cost envelopes will not be opened for bid responses containing material deviations.

The IFB contract award process is determined by the evaluation criteria.  For the:

• Lowest net cost meeting all other bid specifications criteria, the contract award, if made, will be to the responsible bidder submitting a responsive bid that is the lowest cost after application of any preference requirements (SB/DVBE, TACPA, recycle, etc.) or discounts, if applicable.
• Value effective criteria, then the contract award if made, will be the responsible bidder submitting a responsive bid that scores the highest points in accordance with the evaluation methodology as described in the solicitation.

Evaluation and Selection Team Procedures

When using the IFB phased approach format, an Evaluation and Selection Team procedures document is to be used. This document provides information on how the IFB evaluation procedure is to be carried out.  The document may be modified to fit the particular solicitation and includes templates of letters and transmittal documents to bidders including the Intent to Award letter.

Click here for a sample of the Evaluation and Selection Team Procedure document.

Evaluation and Selection Report

When using the IFB format, an Evaluation and Selection Report must be used to document the evaluation and selection process used for contract award.

Click here for a sample of the Evaluation and Selection Team Procedure document.