Invitations for Bids (IFB) are the most commonly used solicitation type. IFBs are used when the City believes that multiple suppliers can meet the exact specifications needed by the City. IFBs are often used for products such as trucks, pumps, iron fittings, and simple services. The material requirements and contractual terms are generally non-negotiable for IFBs. The award typically goes to the lowest price, so long as the bidder meets the required specifications.
Request for Proposals (RFP) are used for specialized or complex professional services, including financial audits, IT services, development consultancies, and garbage collection etc. For these services, considerations such as expertise, staff capacity and skill, creativity, and past performance are critical and factor heavily into vendor selection, in addition to price. Specifications and scopes of work will be evaluated based on objective criteria. Material requirements and contractual terms can often be negotiated for RFPs.
Request for Qualifications (RFQ) are often used to establish a prequalified pool of vendors with specific expertise, experience, or qualifications to meet a specific need of the City. For example, RFQs are often used to prequalify design professionals and engineering services firms prior to the release of upcoming construction projects. Prequalified vendors are then invited to submit bids or proposals for individual projects.
**All contracts AND purchases >$75,000 require approval from the Mayor and City Council. Please be advised that this approval process can add several weeks to the procurement process.