Request for Quotation - 1405.2

Request for Quote (RFQ)

The most common written solicitation format used to conduct informal competitive acquisitions is the Request for Quotation (RFQ).  The RFQ is a straightforward procurement format that identifies what is needed or requests a proposed solution and tends to be low in risk.

Formal, Invitation for Bid (IFB) format should be used for informal IT competitive acquisitions that tend to be higher in risk.

RFQ Solicitation Formats and Elements of the RFQ 

Click here to access the RFQ for IT Services solicitation format.

Click here to access the RFQ for IT Goods solicitation format.

Click here to access the RFQ for Non-IT Goods solicitation format.

Note:  When conducting a RFQ solicitation that has both goods and services use the RFQ Goods solicitation format.

Click here for the Elements of the RFQ: IT Services or IT Goods or Non-IT Goods.

Required Language

The following solicitation language must be considered and addressed as applicable in a solicitation using the RFQ format:

• Bidder Instructions and applicable General Provisions for the solicitation.
• Identify requirements of faxing bid responses.
• Include language addressing the socioeconomic and environmental programs as applicable (SB, DVBE, EPP, TACPA, etc.)

Required Language Specific to IT Solicitations

When using the RFQ format for IT solicitations over $100,000, use the language specified below for protest and contract award.

Award of Contract

Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ.  Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid.  The State reserves the right to modify or cancel in whole or in part it’s RFQ.

Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

Protests

Any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below.  These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below.  Protests regarding selection of the “successful bidder” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based.  The protester must provide facts and evidence to support the claim.  Protests must be mailed or delivered to:

Street and Mailing Address:
Deputy Director
Procurement Division
707 Third Street, Second Floor South
West Sacramento, CA 95605
Facsimile No.: (916) 375-4611

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award.  Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

Documenting the Results

The buyer must document quotes received by using the recommended Bid/Quote Worksheet or using a document containing similar information.  The bid/quote worksheet or similar document must be retained in the procurement file.

Click here to access the Bid/Quote Worksheet

Contract Award

Contract award resulting from the RFQ process will be to the responsive, responsible bidder with the lowest cost or highest score (as defined in the evaluation portion of the solicitation) after application of any preference requirements (SB, TACPA, recycle, etc.) incentive (DVBE) or discounts, if applicable.