Learn about the Bidding Process

What is the Bid and RFP Process?

In order to ensure a fair bidding process, the exact terms of each bid or RFP are detailed on the Purchasing website. To ensure your proposal is given the best chance at winning, make sure to follow the steps of the bid carefully.

What Should I Consider When Following the Bid and RFP Process?

1. Read the Bid Documents/Folder Carefully:  When it comes to bid packages, the devil is in the details. Be sure to carefully read the bid in its entirety, making certain you understand exactly what you need to submit. As you read the documents, be honest with yourself about whether you are able to do the work in a way that is fair to the City and profitable for your business. If you aren’t confident in your ability to deliver, you should pass.
2. Know the Evaluation Criteria: While it’s tempting to assume that Unified Government contracts are simply awarded to the lowest bidder, price is just one of many factors considered when evaluating bids. In certain cases, the UG may assign more points to a bid’s qualifications, experience, or other criteria. In this case, showcasing strong background and experience over a lower price would work in your favor. Every bid is different. It’s important to know the rules of the competition before you submit a bid.
3. Stick to the Schedule: Each bid has a specific timeline, and you’ll want to follow it carefully. Dates listed in the timeline may include the distribution of the bid or RFP, the last day to submit questions, a pre-bid or bid meeting date, interviews, and other important dates. The most important date is the deadline. Make sure to budget enough time to deliver the bid by this date.
4. Utilize the Question and Answer Period: The Question and Answer period is an important part of the bidding process. Agencies use it to clarify issues related to the timeline, bid requirements, and the nature of the work. 
   
5. Price Your Bid Appropriately: Pricing your bid can be tricky. A good starting point is to reread the bid documents to make sure your price reflects the work you will need to do. Try looking at past bids from similar work to provide a benchmark for what you should charge.
6. Submit Your Bid: It’s finally time to submit your bid! Before your submission, create a checklist of all requirements, and have a fresh pair of eyes review your proposal for mistakes or missing information. Ensure that your final proposal meets the submission requirements and that you have a plan to submit your proposal.