TIPS FOR A SUCCESSFUL BID/RFP RESPONSE

A Request for Proposals process is different from an Invitation to Bid in that the State expects vendors to propose creative, competitive solutions to the agency's stated problem or need, as specified in the solicitation.  While adherence to specifications is desired, vendors may take exception to any requirement of the RFP.  Invitations to Bid require strict adherence to the items and specifications listed.  Bearing these differences in mind, the following is a list of helpful hints designed to allow you, the vendor, to respond to requests for procurement in the most effective way possible.

1. Read the entire bid/RFP over before you begin your response.

2. Submit any questions in writing to the Purchasing Officer/Buyer listed on the solicitation. Do not ask questions or discuss the contents of any solicitation with anyone other than the Bid/RFP's designee.

3. Do not make any assumptions regarding the solicitation. If it is unclear, call the listed Purchasing Officer/Buyer.

4. Recheck your response for accuracy prior to sending it to State Purchasing. Bids/RFPs may be changed until the opening date and time. However, after the response is opened it is too late.

5.Return the cover page of the Bid/RFP to the Purchasing Division; you will then be automatically notified of any amendments. In the event the cover page is not returned, it will be the vendor's responsibility to retrieve amendments from the Purchasing Division's website.  http://purchasing.state.nv.us/bids/bdocs.htm

6. It is recommended however, that vendors continue to review the State of Nevada, Purchasing website frequently for amendments or changes issued for the solicitation in which you intend to respond.

7. Be sure to send samples or attachments specifically as stated in the solicitation. This includes cost proposals for RFPs. Cost proposals must be separate from the narrative/technical portion of your response. Care should be given to provide the required number of copies of both the technical and cost proposals.

It is not necessary to separate the narrative/technical portion and the cost portion of your response for bid solicitations.

8. Return the entire solicitation document with your response.

9. Use the forms included in the solicitation for your responses. Expensive bindings and elaborate color charts etc are not expected or desired. Respondents should emphasize completeness and clarity of content as well as conformance to the Bid/RFP.

10. Be sure to review the sample contract form and required insurance limits enclosed within the RFP or it's amendments.

11. Be sure to note any exceptions, variations to the terms of the Bid/RFP or identification of proprietary information in the appropriate section of the solicitation.

12. Sign your response. Unsigned responses are considered unresponsive.

13. Be competitive. Give your very best response for prices and service.

14. It is highly recommended that vendors add themselves to the State of Nevada, Purchasing Division Vendor Data Base per the instructions listed on this website. This will allow your firm to be notified of any upcoming solicitations within your field of expertise.