Program Activities: Develop and Solicit RFPs for
The BID's most significant expenditures will be for major service and
improvement programs, such as supplemental sanitation or security services.
These programs are usually provided through contractual agreements with private
companies, although some BIDs deliver these services directly.
Request for Proposals
For BIDs that choose to sub-contract for services, a Request for
Proposal (RFP) must be developed and issued to solicit bids from potential
The contract between SBS and the DMA outlines the following requirements for
The lowest responsible bidder to a given RFP must be selected. If other
than the lowest bidder is selected, documentation must be presented to the BID
Board or repsonsible committee justifying the selection.
All contracts over $25,000 must be approved by the Board of Directors or
an authorized committee.
In order to procure services via sole source selection, the DMA must
provide written justification to and obtain written approval from the SBS
Additional rules surrounding the issuance of RFPs should be outlined in the
BID's by-laws or the BID's Procurement Management Procedures (see Develop By-Laws or Approve Management Procedures).
In general, all RFPs should contain the following elements:
Project’s scope and any relevant background information on the BID as it
relates to the project
Clearly outlined deliverables and tasks associated with completing each
Timelines and deadlines for each task
Required qualifications as they relate to the project
Fee schedules and costs as they relate to the deliverables
A sample RFP for supplementary sanitation services is available here.
Solicitation of an RFP usually takes place during the time between the
Board's approval of the budget (March or April) and before the start of the new
fiscal year (July):
Notice of the RFP should be posted on the BID's website, in
newspapers, and in other media
All solicitations should be issued to at least three responsible
The DMA must use its best efforts to solicit bids from minority and
All RFP correspondence should be documented and filed for future
Review and Approval
All bids should be submitted in writing and on company letterhead. In the
bid's price proposals, costs should be sufficiently itemized so
that reviewers can properly evaluate each bid.
Depending on the RFP and as specified in the BID's by-laws and procurement
procedures, bids should be reviewed and approved by the proper person(s) and/or
committee (see Develop By-Laws or Approve Management Procedures).
A complete list of all awarded contracts should be included in the BID’s