D.C. Mun. Regs. r. 27-4721
The solicitation used to initiate a procurement conducted by competitive negotiation or competitive sealed proposals is known as a Request for Proposals (RFP).
If the Department issues an RFP, the Department shall establish a reasonable deadline for offerors' submission of initial proposals. Proposals shall be solicited from the maximum number of qualified sources consistent with the nature of goods and services which are the subject of the procurement.
The evaluation criteria used in procurements conducted by competitive negotiation or competitive sealed proposals include price or cost (including, but not limited to, hourly rates for services and fixed fees for cost reimbursement contracts) along with any other factors appropriate to the particular procurement (for example, the offeror's technical approach, past performance, or status as a CBE or plans for subcontracting with such enterprises).
If the Department deems it advisable, the RFP may contain either an estimate that generally describes the price range contemplated by the Department or a funding limitation for the procurement.
The RFP shall specify all evaluation factors and their relative importance. The RFP should also include:
Any changes in the information set forth in an RFP must be made by an amendment to the RFP. Amendments shall be made no less than three (3) business days before the proposal submission date specified by the RFP.
Proposals shall be submitted by a method specifically permitted by the RFP.
The Department shall evaluate proposals based solely on the evaluation criteria specified in the RFP. Where past performance is an evaluation factor, the Department is not limited to considering only the information from references listed by the offeror.
After initial proposals are evaluated, the Contracting Officer may:
If the Contracting Officer elects to enter into discussions, such discussions shall be undertaken with offerors in the order of ranking of the prospective offerors based on the criteria for evaluation set forth in the RFP. Discussions with offerors may be written, including electronic or oral. The primary objective of discussions is to maximize the Department's ability to obtain the best value based on the evaluation factors set forth in the RFP. The scope and extent of discussions are a matter of Contracting Officer's judgment. The Contracting Officer may re-open negotiations with any prospective contractor with which it has terminated discussions.
After the proposals are submitted, the Contracting Officer may make changes to the general scope of the RFP and shall request that all offerors submit best and final offers by a common cut-off date.
The contract shall be awarded to the qualified offeror whose offer is most advantageous to the Department under the RFP's evaluation criteria.
The Contracting Officer shall prepare documentation explaining the basis for the contract award decision which shall be maintained in the contract file. The contract shall be awarded by written notice to the responsive and responsible bidder whose proposal is most advantageous to the District.
The Contracting Officer shall endeavor to include with every RFP solicitation the form of the contract that the contractor will be required to enter into. To the greatest extent possible, the Department should endeavor to provide clear and concise contract documents. Contracts which consist of the solicitation, the proposal, and other documents attached together but not integrated into a single contract document are discouraged.
D.C. Mun. Regs. r. 27-4721