011-050 Procurement Instruments: General RFPs and Letters of Configuration

011-050 Procurement Instruments: General RFPs and Letters of Configuration ITS uses general RFPs for multiple routine acquisitions by agencies of such items as LAN/UNIX hardware and software, cabling, telephone equipment, mainframe/midrange components, and IT consulting services. To avoid the time and expense involved in soliciting individual proposals for each such acquisition, ITS advertises periodically to receive proposals on these high-volume categories of information technology. Proposals received in response to a General RFP are used for a specified period of time, usually one year, to establish a pool of vendors that can provide a certain scope of product categories and expertise. There is no sole winning vendor. Product and pricing are not included in a vendor’s response to a General RFP. Therefore, ITS validates the proposal but does not perform an evaluation or selection at the time proposals are submitted. ITS uses General RFPs in conjunction with Competitive Procurement Requests received from customer agencies and institutions. ITS works with the customer to define the specifications. Once the specifications are defined, an abbreviated solicitation, called a Letter of Configuration (LOC), is sent to the vendor pool, and each vendor has the opportunity to submit a proposal with pricing and other requested information. Selection of the lowest and best alternative submitted in response to the LOC is based upon the requestor’s unique project requirements detailed in the LOC. General RFPs are for use by the ITS staff on behalf of the procuring agency or institution. General RFPs are NOT for use by agencies, institutions, and governing authorities without ITS involvement. Refer to 009-001 ITS Procurement Process Flows for additional information, specifically the flow labeled Competitive Procurements: LOCs.