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Supplying Principles and Practices > USPS Supplying Practices Process Step 2: Evaluate Sources > Issue Request for Proposals (RFP) and Publicize Requirements
Issue Request for Proposals (RFP) and Publicize
Requirements
Once the proposal evaluation strategy has been developed, the request for
proposals (RFP) is issued. Publicizing purchasing opportunities (including
RFPs and prequalification opportunities) is the process of publicly
announcing a request for proposals (RFP). Purchasing opportunities are
publicized to create, promote, and ensure adequate competition. In addition,
publicizing purchase opportunities is an effective way of communicating
Postal Service requirements to small, minority, women-owned businesses
(SMWOBs).
The Purchase/SCM Team should use market knowledge to determine
whether purchase, subcontracting, and prequalification opportunities should
be publicized and, if so, by what means and to what extent. If there is any
doubt that an identified pool of sources for any proposal represents the most
capable suppliers in the marketplace or will lead to adequate competition, the
Purchase/SCM Team should publicize. Although publicizing requirements is a
matter of judgment, purchase opportunities should be publicized if:
• Best value could be realized from candidates not previously
identified as potential suppliers
• Competitive or noncompetitive awards offer significant
subcontracting opportunities
• Publicizing will further the Postal Service's supplier diversity
objectives
• The announcement of such an award may enhance future
competition
• Publicizing will further the business and competitive interests of
the Postal Service
The Contracting Officer is responsible for publicizing requirements. Methods
for publicizing include:
• Announcement in the Government-wide Point of Entry (GPE)
• Announcement in other media
• Presolicitation notices
When the competitive purchase method will be used, enough suppliers
should be solicited to ensure adequate competition. In addition, the
Contracting Officer should make a reasonable effort to provide copies of the
request for proposals (RFP) to any supplier requesting one. If the
requirement is being competed among prequalified suppliers, suppliers not
on the prequalification list may be provided a copy of the RFP, but they must
be told that the Postal Service plans to award the resulting contract to a
supplier on the prequalification list. Requests for copies may be denied once
a reasonable number of copies have been distributed to the solicited
suppliers and others who have requested them. The Contracting Officer
should fully explain to suppliers the unavailability of RFPs.
Alternatively, the Contracting Officer may make available through
FedBizOpps (www.fedbizopps.gov), the Government-wide Point of Entry
(GPE), RFPs publicized through the GPE, including specifications and other
pertinent information determined necessary by the Contracting Officer. When
practicable and cost-effective, the Contracting Officer may make additional
solicitation-related information accessible through the GPE.
When an RFP or solicitation package is so voluminous that it is impracticable
to reproduce a reasonable number of copies for those requesting them, a
limited number of copies should be made available for sale; the cost should
include the cost of reproduction and postage.
The Government-wide Point of Entry (GPE) will be used when publicizing
requirements because it is recognized by the supplier community as an
excellent source for information regarding purchase opportunities and RFPs.
The Contracting Officer will publicize requirements by posting the finalized
RFP to the GPE, known as FedBizOpps, at www.fedbizopps.gov. The GPE
can also be accessed electronically by the public. If using the GPE,
publicizing must not occur later than issue of the RFP.
In situations where the GPE does not provide the most effective
communications channel, requirements may also be publicized via other
media, including newspapers, trade journals, and electronic media. The
Contracting Officer, in conjunction with the Purchase/SCM Team, must
consider:
• Conditions of the current marketplace
• Postal Service business needs
• Postal Service competitive needs
• Subcontracting opportunities that would follow contract award
As another premier business publication regarding solicitation
announcements, the Journal of Commerce allows the Postal Service a media
venue that can be accessed by any supplier. Available online, the Journal of
Commerce can be viewed at www.joc.com/.
Announcements of RFPs made available to newspapers, other news media,
and trade journals may be made when there is no cost to the Postal Service.
However, paid commercial announcements or advertisements may also be
used when doing so is determined to be appropriate to stimulate supplier
competition. In addition, Purchase/SCM Teams should consider the use of
media to further the Postal Service's supplier diversity objectives in relation to
prime or subcontracting opportunities. The Contracting Officer must choose
the most cost-effective method and which newspapers, trade journals, or
other news media will promote the Postal Service's interests.
If the Purchase/SCM Team wishes to identify suppliers, it may do so by
issuing a presolicitation notice (also called a "sources sought" notice) before
issuing the RFP. The notice should:
• Describe the upcoming Postal Service requirement and any
applicable qualification requirements
• Announce any planned presolicitation conferences
• Specify a date by which the supplier must respond to the notice to
ensure inclusion on the request for proposals mailing list
Whenever circumstances suggest that it would add to the success of the
purchase, such as when a solicitation contains complicated specifications or
statements of work, a preproposal conference may be held to brief suppliers.
Notice of the preproposal conference should be contained in the solicitation.
If time allows, suppliers should be allowed to submit written questions in
advance, so that prepared answers may be distributed at the conference.
The entire Purchase/SCM Team should attend the conference. The
Contracting Officer or a designated representative must conduct the
conference, with the assistance of the Purchase/SCM Team and assigned
counsel, as appropriate.
A record of the conference must be furnished to all of the suppliers who
received the solicitation. Because the role of that record is to ensure that all
prospective suppliers fully understand the Postal Service's intent with respect
to the purchase, and not necessarily to provide a verbatim reconstruction of
the conference, the record may be edited for clarity and brevity and corrected
where necessary.
Define Supplier Diversity Objectives topic, Develop Sourcing Strategy task,
Process Step 2: Evaluate Sources
Review and Finalize Request for Proposals (RFP) topic, Perform
Solicitation-Related Activities task, Process Step 2: Evaluate Sources
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