Sourcing and Solicitation Management
This domain covers market research through award: defining requirements, selecting the solicitation method, designing evaluation criteria, issuing addenda, receiving offers, evaluating, negotiating, and handling protests.
Method selection and controls
- Invitation for Bid (IFB) fits clear, complete specifications where price is the only award factor; award to the responsive, responsible low bidder.
- Request for Proposal (RFP) fits best-value purchases with qualitative factors; state weighted criteria and the scoring method in the solicitation.
- Request for Quotations (RFQ) is for quotations on defined items or small purchases; it is not a substitute for an RFP when qualitative evaluation is needed.
- Request for Information (RFI) gathers market information only and makes no award.
- Answer all offeror questions through addenda to all participants. Do not give one offeror private clarification that creates an advantage.
- Reject late proposals unless policy expressly allows acceptance. Document receipt, evaluation sheets, consensus decisions, and conflict disclosures.
Worked example
An RFP for managed IT services weights technical 40, experience 30, and price 30. Price points use (lowest price / offeror price) × 30. Offeror A is lowest price but scores 20/40 on technical; Offeror B scores 38/40 and is 10% higher in price. B can win if the total score is higher. Reasoning: an RFP is a best-value process, not a low-bid process, and the price formula must be disclosed in the solicitation.
Traps that cost marks
- Evaluating on 'gut feel' outside the stated criteria.
- Using an RFQ for complex services and then defending a subjective award.
- Letting a late proposal in or giving one offeror extra information.
- Changing criteria or weights after release without a proper addendum.
- Negotiating with only one offeror without following policy.