Invitation for Bids (IFBs) / Requests for Proposal (RFP)

Invitation for Bid (IFB)

An IFB is a written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated and specifically defining the commodity, group of commodities or services for which bids are sought. It includes instructions prescribing all conditions for bidding. The invitation to bid is used when the agency is capable of specifically defining the scope of work for which a contractual service is required or when the agency is capable of establishing precise specifications defining the actual commodity or group of commodities required. Contract reward is based on the criteria specified in the IFB.

Request for Proposal (RFP)

The RFP is used when the importance of technical considerations dictates that the contract award be based upon cost and "other factors". The "other factors" are expressed in the RFP as Evaluation Criteria. 

Unlike the IFB, which contains a detailed description or design specification, the requirements in an RFP are generally expressed as required performance outcomes or "project deliverables." 

Suppliers are asked to propose their own technical solution to achieve the required results. The proposal evaluation and source selection process begins with the evaluation of the technical proposal by using the Evaluation Criteria listed in the RFP to assess the acceptability of each technical proposal received. After technical merit is determined, the pricing proposals of those suppliers whose technical proposals are determined to be acceptable are reviewed. Evaluations of technical merit and price are then completed. 

Negotiation discussions may be conducted to ensure a complete understanding of all issues and that the proposed price properly reflects that understanding. The contract award is made based upon the City's "best value" determination. The "best value" need not be the lowest price.