D.C. Mun. Regs. tit. 7, r. 7-1606

Current through Register Vol. 71, No. 43, October 25, 2024

Rule 7-1606 - INVITATION FOR BIDS

1606.1

The solicitation used to initiate a procurement conducted by sealed bidding is known as an Invitation for Bids ("IFB"). Each IFB shall be publicized, at a minimum, on the Board's website and include a deadline for offerors to submit a bid consistent with the requirements of this section.

1606.2

The Contracting Officer shall compile a list of at least three (3) vendors that the CO reasonably believes are qualified to provide the goods or services specified in the IFB. If the CO is unable to locate at least three (3) potential vendors, the CO shall provide the IFB to as many vendors as the CO can reasonably identify.

1606.3

The IFB shall be advertised for at least fourteen (14) days before the date set for the receipt of bids, unless the Executive Director determines in writing that it is appropriate to shorten the notice period to not less than three (3) days. The Executive Director shall consider the following factors in determining whether it is appropriate to shorten the notice period:

(a) The complexity of the procurement;

(b) Subcontracting requirements;

(c) The degree of urgency;

(d) The impact of a shortened notice period on competition; and

(e) Any other relevant factors.

1606.4

The evaluation criteria used in sealed bid procurements are limited to price and price-related factors. The IFB shall specify all evaluation criteria and their relative importance. The evaluation criteria provided for in the IFB shall include:

(a) Any information necessary to explain how the Contracting Officer will evaluate price;

(b) Any price-related factors that will be evaluated and their relative importance in the overall evaluation scheme;

(c) A description of the goods or services sought (including quantity or estimated quantity, if applicable);

(d) Past performance and experience;

(e) The contract delivery schedule (including any permitted variations in the delivery schedule);

(f) A description of any special qualification requirements the contractor must satisfy;

(g) Instructions for submitting bids, including:

(1) The deadline for bid submission;

(2) The method(s) for submitting bids (for example, hand delivery, mailing, electronic transmission, or fax);

(3) The information to be provided in the bid;

(4) Any representations or certifications the offeror must submit; and

(h) The period during which bids must remain open for acceptance;

(i) Permitted methods by which bids may be submitted; and

(j) The anticipated contract terms and conditions and the extent to which they are negotiable.

1606.5

Any changes in the information set forth in the IFB must be made by an amendment to the IFB. Amendments shall be made no less than one (1) business day before the proposal submission date specified by the IFB.

1606.6

A bid may be withdrawn or modified at any time before bid opening by any of the methods permitted for submitting bids.

1606.7

A late bid (or late modification or withdrawal) shall not be considered unless such delay is caused by the Board.

1606.8

The contract shall be awarded to the qualified bidder whose bid is responsive to the IFB and is most advantageous to the Board considering only price and the price-related evaluation factors identified in the IFB and the Contracting Officer determines that the bidder is responsible. The Contracting Officer shall prepare an abstract listing the bid prices which shall be maintained in the contract file.

1606.9

To be considered responsive, a bid must comply in all material respects with the IFB. Responsiveness involves matters that relate to the bid itself as opposed to the responsibility or other qualifications of the bidder. In determining whether a bid is responsive, the Contracting Officer has the discretion to permit correction of minor informalities or irregularities.

1606.10

The Contracting Officer should endeavor to develop clear and concise procurement documents, including contracts and agreements. Contracts or agreements which consist of the solicitation, the bid, and other documents attached together but not integrated into a single contract document are discouraged.

1606.11

IFB awards shall be published on the Board's website within seven (7) business days of award and shall include:

(a) The solicitation and all amendments thereto;

(b) The name of the vendor awarded contract; and

(c) The total contract value.

All information published under this section shall be removed from the Board's website upon the expiration or termination of the contract, or after five (5) years of award, whichever is longer.

D.C. Mun. Regs. tit. 7, r. 7-1606

Notice of Final Rulemaking published at 57 DCR 12594, 12598 (December 31, 2010); amended by Final Rulemaking published at 68 DCR 63 (1/7/2022)

Authority: The District of Columbia Retirement Board (the Board), pursuant to the authority set forth in section 121(i) of the District of Columbia Retirement Reform Act of 1979 ( Pub. L. 96-122, 93 Stat. 866 (Nov. 17, 1979) (codified at D.C. Official Code § 1-711(i) (2001)) (the Reform Act).