Q. What procedures does CIWMB use when putting a contract out
for advertisement?
A. When it has been determined by the Integrated Waste Management
Board (CIWMB) that there is a need for
outside services, a competitive package will be created. The competitive
package is then made available on the CIWMB contracts
Web site for download by interested parties. In addition, a summary of the
services sought and other relevant information is advertised on the
Department of General Services, Office of Small Business Certification
& Resources, California State Contracts Register.
Q. What is an Invitation for Bid (IFB)?
A. The IFB process is used to obtain routine
services that may request personal or mechanical skills.
The IFB is very specific about the requested qualifications of the
contractor, performance, time frames and requirements that must be
met. If a contractor feels that they meet the requirements and can
provide the services for the State, they will submit a "bid" reflecting
the cost for their services. If the bid is the apparent winning bid,
upon Board approval, the contractor will be awarded the contract.
Q. What is a Request for Proposal (RFP)?
A. The RFP process is used to obtain complex services in
which professional expertise is needed and where different
methods/approaches may be applied during performance of the contract.
Depending on nature of the services to be provided, the CIWMB may choose
either the RFP Primary or the RFP Secondary method.
Often times, the agency is unsure of the most effective route to take
in fulfilling the contract. They are looking to outside contractors to
prepare a proposal outlining a creative way to fulfill the contract. The
RFP is specific about the qualification requirements, performance
specifications, time frames, and other requirements.
The proposals submitted by the contractors are reviewed by a panel and
scored. In a RFP Primary process, those proposals meeting the minimum
percentage score (identified in the competitive document) will then have
their submitted Cost Proposal opened in a publicly noticed bid opening. In
a RFP Secondary process, cost is a component identified in the scoring
criteria, therefore, there is no public bid opening. Regardless of the RFP
process type used, upon Board approval, the contract will
be awarded to the apparent responsible Proposer with the winning bid.
Q. What is a Request for Qualifications (RFQ)?
A. The RFQ process is limited to contracts where the needs of
the State require emphasis on contractor qualifications over cost. The contract
services sought under this type of competitive process must be authorized
by statute (Government Code Section 4525). The contractor selection is based on the professional qualifications necessary
to perform the contract at a fair and reasonable price.
The contractors submit Statement of Qualifications (SOQ) package to the
CIWMB, which are then evaluated by a selection committee. The selection
committee evaluates submissions based on established scoring criteria,
which are identified in the competitive document. At least
three of the highest ranked contractors are interviewed to discuss their
qualifications in greater detail. Once the contractor has been
identified that can best meet the CIWMB needs, the contract manager
conducts cost negotiations until a fair and reasonable price is reached.
Q. Does the CIWMB always award to the lowest bid?
A. No. The following types of competitive processes consider
factors other than (or in addition to) cost when determining contractor
award:
- Revenue Agreements: when the CIWMB is seeking services for a
revenue generating contract (Revenue Agreement), the award will go to
the responsible contractor with the highest bid.
- RFP Secondary: the scoring criteria identified in a RFP
Secondary process includes the cost component with a weight of at least
30% of the total scoring points possible. In this process cost is a
criteria, but not the primary factor when determining contractor award.
- Request for Qualifications (RFQ): in this process, contract
award is made to the most qualified contractor. Therefore,
qualifications are considered in the determination, not the cost for
their services.
Q. How will I be notified if my bid is the apparent winner?
A. The contract analyst will ensure that you are notified by
e-mail (at minimum).
Q. If my bid/proposal was not the winning bid, can I find out whose
was?
A. Yes. Please contact the Contracts Unit for this information at
contracts@ciwmb.ca.gov.
Q. Can my bid be for an amount in excess of the budgeted amount
contained in the bid document?
A. The bid can be for any amount the contractor feels is necessary to fulfill the tasks outlined in the Scope of Work. However, the
CIWMB will not award the contract to a contractor for an amount in excess of the budgeted amount.
Q. What if I have a question on a competitively bid contract
after the Questions and Answer (Q&A) period has ended?
A. Contracts staff is unable to answer any questions directly
relating to a competitive process after the Q&A period has ended. The
Q&A period is set up to afford all contractors the chance to ask
for and receive more information about the competitive process and/or
contract services. However, it would be unfair to afford one contractor
the chance to ask questions without the other contractors being afforded
the same advantage. The contracts staff are able to answer
"administrative" type questions, such as mailing addresses, etc. after the
Q&A deadline has passed.
Q. Once the contract has been awarded to my company, what are
the requirements pertaining to publications that are deliverables
(reports, studies, manuals, fact sheets, and other documents)?
A.
The Board requires any contractor hired to write documents to follow its
publications guidelines for
clarity, consistency, and style.
Q. How can I determine what types of contracts the Board is
pursuing?
A. A periodic review of the CIWMB monthly
Board
meeting agendas serves as a roadmap to determine possible contracting
opportunities.
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