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