Sample Capstone Project Paper on Draft Request for Proposal (RFP)

Draft Request for Proposal (RFP)

  1. In the case where a federal agency places a contract, it must request for sealed bids during the permitted time of solicitation (FAA Regulations, 2014). The award must be based on the basis of the price and other related factors. Discussions are not necessary for other respondents over the bids. The other respondents are to be notified of the end of the end of the evaluation process. More than one bid is expected. Therefore more than one applicant is to apply for the contract. Copies of the RFP are to be made available upon request. The contracting officer establishes the process of requesting for the bids. Government requirements must be clearly and accurately stated (FAA Regulations). Unnecessary restrictions are forbidden. The agency must publicize the Bids in public places. Interviews are to be carried out within a public and formal place. The contracting officer is to notify the successful applicant upon the conclusion of the evaluation process. In case, the contractor has a sub-contractor to work with, the company is to accept the proposal as long as the subcontractor is clearly identified. However in case the company through the contracting officer feels that the contractor has not fully given out the details, they have the sole right to refuse the subcontractor (FAA Regulations, 2014).
  2. Every contract must have the government ‘termination for convenience’ clause (FAA Regulations, 2014). This gives the government room to terminate the contracts at any time when the interests are not met. The contracting officer may partially terminate the bid if the contract may be deemed to be in bad faith or in abuse of its discretion. In such cases, a statement is given that informs of the termination and the reasons behind this action. Special instructions are then to be given and a directive towards the bid given by the government. The government has the sole authority of making unilateral changes to the contract (Raytheon, 2014). Under the ‘constructive change’ aspect, the government actions and inaction are identified and admitted for change. This may be extra work for the contracting officer. He may however choose to ignore the changes as long as they may have minimal effects to the contract and the entire process. Efficient time for the applications and evaluation of the applications need to be set up. Time is also to be given to the contractor to set up a deadline and work schedule. The entire budget should be drawn by the contractor and paid by the receiver of the services. The company is at liberty to deny the contractor the contract in cases where the contractor has not obliged to give the vital information or in cases where there are instances of corrupt deals. The contracting officer together with the contracting members are at liberty adjust to the changes as necessary (Lacoma, 2015). Other than the responsiveness and responsibility, the company is to take charge of the price related issues in the evaluation process of the bids (Raytheon, 2014). These issues include costs and delays of the government. These may arise due to locality of the supply, inspections, taxes and transportations. After the evaluation process, the contract is awarded to the best contractor in terms of application, benefits to the company and the government and the cost effectiveness. The award of the contract is completed by adequately furnishing the award document to the successful contractor. When sealed bidding process is employed, the contract price can be in form of firm-fixed or economic price adjustment.
  3. The contractors and the subcontractors are to fully give out their identities, together with their locations, contacts and work experience. The bidding process should be open to everyone who should meet the rules and guidelines as stipulated in the RFP. Only the authorized officials are to fill in the application and officially sign where it is required (Lacoma, 2015). Negotiations of the bids are to commence as soon as the successful applicant is contacted and is willing to work as per the stipulated rules. The contractors must have a satisfactory record of performance, integrity and business ethics. The staff must be equipped with the required organizational, accounting, operations control and work experience. The team is to have a satisfactorily production, technical and construction equipments and resources. Any one among the applicants is eligible to qualify and receive the award of the contract. This is according to the rules and regulations of RAA (2014). The past performance of the applicant dictates the kind of work it is likely to give. The contract can be issued without any further discussions. However, in case of further discussions, the contracting officer is to identify the applicants that fall within the competitive range. There may be communications to the application but on limited factors. The main objective of the discussions is to maximize the company’s ability to get the best value with regards to the requirements and evaluation process. Important weaknesses are to be identified in cases where further discussions are compulsory.
  4. The contracting officer is in charge of issuance of the RFPs and the receipts. In case of any revision, the contracting officer should supervise the entire process. Other terms and conditions are to be applied as stipulated in the FAA Regulations (2014). Relevant information is required. This includes date, name of the contractor, and sub-contractor, if possible, contacts and work experience. All these applications are to follow the set contract format. All the applications are to be handed in as hard copies before the set deadline. All soft copies are to be followed up with phone calls to confirm the submission. For clarification, the applicants are to contact the general manager or send their queries in soft copy. All the rules by the company are to be followed to the letter. This is in regard to the selection and the evaluation process of the applicants (RAA Regulations, 2014). The required information of the applicant must be filled in the bidding form, failure to which the entire application will be nullified. Electronic media is to be availed for the application of bids(). The forms should also be availed in hard copy in all the public places such as the newspapers, magazines and in public notice boards. The contracting officers are to be in charge of the issuance of the RFPs and the receipts. All the staff is to follow his directives.  The contracting officer is also in charge of all the revision cases. Conditions of applying for the RFPs is to abide at all times (Lacoma, 2015). The correct contract format is to be followed. The contracting officer is in charge of any clarifications.

References

FAA (2014, June 30th). FAA Regulations. Retrieved from: https://www.faa.gov/regulations_policies/faa_regulations/

Lacoma, T. (2015). An Inventory Control System RFP’s Ethical Standards: The Chron. 2015, January. Retrieved from: http://smallbusiness.chron.com/inventory-control-system-rfps-ethical-standards-26222.html

Raytheon.com (2014). Raytheon’s Code of Conduct. Retrieved from: http://www.raytheon.com/responsibility/rtnwcm/groups/public/documetns/content/rtn_ethics-code.pdf