4.B1.0 All solicitations regardless of format (phone quote, RFQ, IFB, RFP) must Solicitations clearly state the needs or business requirements of the department in order Should be for a supplier to weigh the risks and price the purchase. Clear, Concise and Concise, logical wording in precise terms, stating the supplier’s obligations as Consistent well as those of the department should be used. Use clear, simple English as much as possible. The words and identify mandatory requirements within a “shall” “must” solicitation. The words and identify optional or desired “should” “may” requirements sometimes referred to as desirable requirements. 4.B1.1 Avoid Requirements restricting the bidding to a single supplier may not be included Writing in competitive acquisitions. Avoid restrictive requirements by: Restrictive Including only essential requirements Avoiding restrictive or impractical requirements such as those that are Requirements nonessential or obsolete Carefully checking delivery requirements to ensure the turnaround time from supplier’s receipt of order to delivery is not too restrictive or limiting Defining requirements to promote and encourage bidders to bid standard items or standard service where possible Not specifying a particular brand name, product or a feature of a product that is peculiar restrictive to one manufacturer, except for reference purposes. Try to use words like equal and comparable when a brand, model, or style is specified. Not dictating detailed design solutions prematurely Try using Performance vs. Designed based requirements. Allowing sufficient time from the solicitation mail release date to the bid due date or the first key action date to provide suppliers time to review and consider the requirements, prepare a response, and mail the response back
4.B1.0 Solicitations Should be Clear, Concise and Consistent All solicitations regardless of format (phone quote, RFQ, IFB, RFP) must clearly state the needs or business requirements of the department in order for a supplier to weigh the risks and price the purchase. Concise, logical wording in precise terms, stating the supplier’s obligations as well as those of the department should be used. Use clear, simple English as much as possible. The words “shall” and “must” identify mandatory requirements within a solicitation. The words “should” and “may” identify optional or desired requirements sometimes referred to as desirable requirements. 4.B1.1 Avoid Writing Restrictive Requirements Requirements restricting the bidding to a single supplier may not be included in competitive acquisitions. Avoid restrictive requirements by: Including only essential requirements Avoiding restrictive or impractical requirements such as those that are nonessential or obsolete Carefully checking delivery requirements to ensure the turnaround time from supplier’s receipt of order to delivery is not too restrictive or limiting Defining requirements to promote and encourage bidders to bid standard items or standard service where possible Not specifying a particular brand name, product or a feature of a product that is peculiar restrictive to one manufacturer, except for reference purposes. Try to use words like equal and comparable when a brand, model, or style is specified. Not dictating detailed design solutions prematurely Try using Performance vs. Designed based requirements. Allowing sufficient time from the solicitation mail release date to the bid due date or the first key action date to provide suppliers time to review and consider the requirements, prepare a response, and mail the response back
CHAPTER%204%20-%20Competitive%20Acquisition%20Methods%20-%20SCM%20F.docx