What is a Request for Proposals (RFP)

A request for proposals (RFP), also known as an invitation for bid (IFB), is a process in which the OSI solicits suppliers and contractors to submit proposals and bids to fulfill certain tasks or projects.

When is an RFP Required

Contracted expenses over the OSI General Manager's discretionary spending limit of US$1,200.00 requires and RFP.
(While it may also be appropriate tin include a more formal process for any expense over a second spending tier, e.g. $25,000, no process has yet been defined).

Process

  1. Scope of Work developed by the relevant OSI body (e.g. board committee, full board, standing committee, etc.).
  2. Recommendations for qualified candidates (consultants, service-providers, vendors, etc.) are requested (see below, "Identifying Qualified Contractors").
  3. A list of at least five possible qualified candidates should be identified and solicited for proposals/bids.
  4. At least three proposals/bids from those candidates solicited must be received.
  5. A decision based on "lowest price" [1], "best value" [2], "most qualified" [3] or "sole source" [4] is recommended by the GM to the relevant OSI body.
  6. The relevant OSI body makes a recommendation to the Board for approval.

Identifying Qualified Candidates

Requests for recommendations will be sent to the following communities. These communities are preferred due to their status as "peer" organizations: they work with organizations that should have an understanding of open source technologies, cultures, and communities; they are or work with non-profit organizations; they know the mission and capacity of the OSI.

  1. The Foundations list
  2. The OSI affiliate member list
  3. The OSI individual member list
  4. The OSI sponsor reps
  5. Other resources depending on the type of work being sought

  1.  "Lowest price" means the basis for awarding contracts for commodities among responsive and responsible offerers.https://www.nysenate.gov/legislation/laws/STF/1632.
  2. "Best value" means the basis for awarding contracts for services to the offerer which optimizes quality, cost and efficiency, among responsive and responsible offerers. Such basis shall reflect, wherever possible, objective and quantifiable analysis. Such basis may also identify a quantitative factor for offerers that are small businesses, certified minority- or women-owned business enterprises as defined in subdivisions one, seven, fifteen and twenty of section three hundred ten of the executive law or service-disabled veteran-owned business enterprises as defined in subdivision one of section three hundred sixty-nine-h of the executive law to be used in evaluation of offers for awarding of contracts for services.https://www.nysenate.gov/legislation/laws/STF/1633.
  3. "Most Qualified" means a procurement in which although two or more offerers can supply the required commodities or services, the commissioner or state agency, upon written findings setting forth the material and substantial reasons therefor, may award a contract or non-technical amendment to a contract to one offerer over the other. The commissioner or state agency shall document in the procurement record the circumstances leading to the selection of the vendor, including the alternatives considered, the rationale for selecting the specific vendor and the basis upon which it determined the cost was reasonable.https://www.nysenate.gov/legislation/laws/STF/1634.
  4. "Sole source" means a procurement in which only one offerer is capable of supplying the required commodities or services.https://www.nysenate.gov/legislation/laws/STF/163
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Created by Patrick Masson on 2020.04.28 at 14:55:29 PDT
    

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