Types of Solicitations
Dallas College uses several types of solicitation when procuring services and commodities. Each offers their own advantages and disadvantages.
Request for Bid
A Request for Bid (RFB) is appropriate for competitive procurement of goods, and in general, a purchase order may be used to finalize the purchase.
Used when:
- Products and services are standardized or uniform
Advantages:
- Award process is simpler.
- In determining best value, price and whether the goods or services meet specifications are the most important considerations. Suppliers must be responsive and responsible.
Disadvantages:
- Defined specifications may be difficult to develop.
- Does not encourage innovative solutions.
- Negotiations are not allowed if there is more than one responsive bidder.
Request for Proposal
A Request for Proposal (RFP) is used when you know you have a problem but don’t know how you want to solve it. This is the most formal of the “Request for” processes and has strict procurement rules for content, timeline and supplier responses.
For competitive procurement of services, an RFP is more appropriate, and a purchase order is generally not sufficient to serve as the written contract for the services.
Used when:
- When negotiations are desired.
- Supplier is expected to provide innovative ideas or solutions.
Advantages:
- Allows for customized proposals suggesting different approaches to the same business need.
- Allows for negotiations.
- Considerations in addition to price are used to determine best value.
Disadvantages:
- Lead time for procurement is much greater.
- Evaluations tend to be more complex.
Request for Information
A Request for Information (RFI) is used when you think you know what you want but need more information from the suppliers. It will typically be followed by an RFQL or RFP.
Used when:
- When other information is required and needed to create an RFB/RFP/RFQL.
- When various industry suppliers are contacted to submit information.
Advantages:
- Allows an agency to receive information that will assist them with issuing a future RFP, RFB, or RFQL.
- The information received from industry suppliers greatly benefit the agency in scope of work/specifications creation.
Disadvantages:
- No public advertisement needed.
- Two Step Process. A contract cannot be awarded from this process.
Request for Quote
A Request for Quote (RFQ) is commonly used when you know what you want but need information on how suppliers would meet your requirements and/or how much it will cost.
Request for Qualifications
A Request for Qualifications (RFQL) is appropriate for procurement of services which will be based on qualifications, and the Standard RFQL Format shall be used.
Used when:
- Selection is made solely on the skills and qualifications of the supplier.
- Price is not a factor until a supplier is selected.
Advantages:
- Emphasizes the competency and experience of the suppliers.
Disadvantages:
- Supplier is selected before price is negotiated.
- Two-step process.