DOCUMENT

RFP, ITB, RFQ definitions

  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: RFP - Request for Proposals
This document provides information about three different processes enabled by State law for soliciting professional services and goods: Request for Proposal (RFP), Invitation to Bid (ITB), and Request for Qualifications (RFQ). An RFP is used to solicit professional services such as consultants, accountants, and auditors. The City includes a general scope of work and vendors respond with detailed proposals on how to meet the City's needs, why they should be selected, and the cost involved. The RFP does not lock the submitter into a specific price or scope of work, as these are negotiated with the selected vendor and the City. A committee of City employees reviews the proposals and invites reasonably qualified companies or individuals to meet with City officials for further discussions. The proposals are scored based on criteria included in the solicitation, and the highest-scoring proposer is recommended for award by the City Council. An ITB is used to solicit basic goods and non-professional services. The City provides detailed specifications, and vendors respond with quoted unit prices on a bid sheet. The bids are tabulated and compared, and the award is made to the lowest, responsive, and responsible bidder. The submitter cannot negotiate the price once the bid sheet is submitted. Bids must be received by the advertised date and time, and the names of bidders and prices quoted are read at the public opening, becoming public record. An RFQ is used to solicit professional services for licensed architects or engineers. The City includes a general scope of work and requests vendors to respond with their qualifications. Unlike an RFP, an RFQ does not ask for cost at the initial submission. A committee of City employees reviews the submissions and meets with reasonably qualified proposers to discuss qualifications. The submissions are scored based on criteria included in the solicitation, and the highest-scoring proposer is recommended to the City Council. If an agreement is reached, the contract is taken to the City Council for final award. If no agreement is reached, negotiations may begin with the second-highest qualified firm. Submissions must be received by the advertised date and time, and only the names of submitters are read at the public opening.
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