Understanding Solicitations
The County uses a variety of methods to procure construction, goods and services. Different purchasing opportunities have different requirements and evaluation methods.
Invitation to Bid (ITB)
Typically used when requirements can be clearly specified.
An ITB is generally used when the County can define the goods or services it needs and evaluate bids primarily against stated specifications and pricing. Award is made according to the solicitation's requirements and applicable purchasing rules, often to the lowest responsive and responsible bidder.
Example: Purchasing vehicles, equipment, building materials, or other clearly specified products.
Invitation to Quote (ITQ)
Typically used for informal purchases, particularly goods.
An ITQ requests written quotes from vendors for specific goods or services. Quotes are generally evaluated based on price, and award is typically made to the responsible and responsive vendor offering the lowest price that meets the County's requirements.
Example: Office supplies, equipment, or other goods with clearly defined specifications.
Request for Information (RFI)
Used for research and market information.
An RFI gathers information about available products, services, industry capabilities, or potential solutions. It may help the County plan a future procurement and does not necessarily represent a solicitation for an award.
Example: Researching available software systems before developing a future solicitation.
Request for Offers (RFO)
Typically used for informal purchases where factors beyond price may be considered.
An RFO requests written offers from vendors, generally for services. Offers are reviewed for responsiveness and responsibility and evaluated by the designated department representative using pre-established criteria, which may include price and other factors. Award is based on the offer that best meets the requirements of the RFO.
Example: Professional services, maintenance services, or other services where experience, approach, and price may be considered.
Request for Proposals (RFP)
Typically used when solutions and approaches may differ.
An RFP invites vendors to propose solutions that meet the County's needs. Proposals may be evaluated using multiple criteria, such as qualifications, experience, methodology, service approach, and price, as specified in the solicitation.
Example: Consulting services, technology solutions, or strategic planning services.
Request for Qualifications (RFQ)
Used when the County needs to evaluate professional qualifications and experience rather than price.
An RFQ invites vendors to submit qualifications for a specific professional service. Submittals are reviewed for responsiveness and responsibility, then evaluated by a committee using pre-established criteria. Price is not requested or considered during the initial evaluation. Instead, the County negotiates compensation with the highest-ranked firm(s). Award is based on qualifications and successful negotiations.
Example: Architectural, engineering, landscape architecture, mapping, and surveying services subject to Florida's Consultants' Competitive Negotiation Act (CCNA), Section 287.055, Florida Statutes.
Getting Started with Solicitations
Step 1: Find an Opportunity
Register for free on Bidnet Direct to review current and upcoming solicitations and identify opportunities that match your products, services, or expertise.
Step 2: Review the Requirements
Carefully read the solicitation documents, specifications, submission instructions, deadlines, insurance requirements, and any required forms. Review all addenda and posted answers to vendor questions.
Step 3: Prepare and Submit Your Response
Follow the solicitation’s instructions and submit all required documents before the stated deadline using the specified delivery method. Late or incomplete submissions may be rejected, as provided in the solicitation.
Step 4: Understand the Evaluation Process
Responses are reviewed and evaluated according to the requirements and criteria established in the solicitation. The process and award method depend on the type of procurement.
Step 5: Award and Contracting
If selected, follow the County's applicable award, approval, insurance, contract execution, and other requirements before beginning work or providing goods or services.
Tips for Submitting a Successful Response
- Read the entire solicitation. Review all instructions, specifications, terms, and required forms before preparing your response.
- Watch the deadlines. Submit your response before the stated closing date and time. Allow enough time for delivery or electronic submission.
- Review addenda. Check for amendments, clarifications, or changes issued after the original solicitation was posted.
- Ask questions through the proper channel. Follow the solicitation's instructions for submitting questions and observe any question deadlines.
- Complete all required documents. Make sure forms, signatures, pricing schedules, certifications, and other requested information are included.
- Follow submission instructions. Use the required format and delivery method and verify that your response has been received when the submission system allows it.
- Understand the requirements before accepting an award. Review contract terms, insurance requirements, licensing, delivery schedules, and other obligations.