Competitive Sealed Proposal (RFP)

Competitive Sealed Proposals is a method of procurement for acquiring products or services that exceed $250,000. The intermediate procurement threshold as defined by ORS.279B.070.  For this procurement method, DAS State Procurement Services on behalf of an agency, or an agency with delegated procurement authority, collectively termed, a procuring agency, issues a Request for Proposals (RFP) to initiate the Competitive Sealed Proposals process.

Potential suppliers submit proposals for the required products or services in response to an RFP issued by a procuring agency. After evaluating proposals against the criteria established in the RFP, the procuring agency awards to the responsible proposer with the proposal that offers the best value to the agency. The Competitive Sealed Proposals method allows for a procuring agency to negotiate with the suppliers.

Agencies must make their Buy Decision in the priority order specified in administrative rule. Before selecting an open market method such as Competitive Sealed Proposals, a procuring agency must first determine its procurement need cannot be met through a higher priority. If an agency procures products or services that exceed $250,000 through an open market method, or services that exceed the intermediate procurement threshold as defined by ORS.279B.070, then it must use either the Competitive Sealed Bidding or Competitive Sealed Proposals method, unless otherwise covered by a statutory exception.

An agency should use the Competitive Sealed Proposals method when it is clear on “what” the product or service is, but the “how” is not clear or is left to the supplier to propose. An agency should use the Competitive Sealed Proposals method when there are in-depth considerations beyond just cost, i.e., other aspects associated with the product or service. The Competitive Sealed Proposals method permits an agency to compare different solutions to determine which is most advantageous to the agency.

For formal procurements, refer to the following table that distinguishes the characteristics of Competitive Sealed Proposals versus Competitive Sealed Bidding.

Refer to Competitive Sealed Bidding (ITB) for more information on this formal procurement method.

Note: Prior to selecting any formal procurement method through the open market, an agency should refer to Procurement Planning for more information on conducting appropriate plan activities that facilitate the procurement process.

A procuring agency must use a process that comprises the following nine tasks to conduct a solicitation through the Competitive Sealed Proposals method:

Unless delegated procurement authority to conduct Competitive Sealed Proposals, a requesting agency must submit a purchase request through ORPIN or email a Contract Services Request to DAS State Procurement Services and must provide a concept document, statement of work, specifications, and other checklist items.

 

The Competitive Sealed Proposals procurement process generally involves substantial time and effort to plan, develop, solicit, manage, evaluate and make an award. An agency should plan appropriately and engage DAS State Procurement Services early in the process to enable efficient processing of its procurement need.

Amendments and Protests

Read the full sections on each of these subjects to learn more about requirements and how to process:

• Amendments
• Protests