Page 27 - WRMSDC Construction Day 2020 - Digital Brochure

Small & Disadvantaged Business Depot – October 2020 Newsletter

Documents Required for a Proposal

When VTA seeks to buy goods or services, it generally issues a formal, Gifts & Gratuities
written solicitation. Solicitations are documents which include specific Reminder
requirements so bidders can submit competitive bids.
VTA policy requires that all
The two most common types of solicitations are Invitation for Bids (IFB) business be conducted in a
and Request for Proposals (RFP). IFBs are solicitations where the manner to avoid even the
lowest price and most responsive vendor wins the bid. In recent years, perception that favorable
RFPs have become more common due to the purchase of more treatment was sought or
complex goods and services. For RFPs, VTA reviews proposals against received as a result of a gift,
one another to determine who is offering the best value to the agency. gratuity, entertainment, meal,
personal favor or similar
Whether it’s an RFP or an IFB, each solicitation requires a response transaction.
consisting of multiple documents that must be submitted for review.
The format and composition of bid packages is mandated by law It is understood that offering
and understanding what’s in this package helps vendors, as well as VTA, occasional business courtesies
adequately prepare for the review. of nominal value (i.e., small
gifts with a company logo pre-
In each bid packet, VTA includes a section called “Bid Documents,” sented for marketing purposes)
found in the Table of Contents. This section includes all important intended as a gesture of
documents that should be read prior to submitting a bid. In order to goodwill are acceptable.
know the requirements for submissions, the vendor reviews a clearly Regardless of the monetary
outlined section called “Solicitation Submittals,” describing the type of value or intent involved, if a gift
documents VTA requires for each submission. For example, an IFB or favor influences or may
solicitation can request the following types of documents to be submitted reasonably appear to influence
in their bid: Bid Form; Schedule of Prices and Estimated Quantities; List an employee’s judgement, it
of DBE Contractors or Subcontractors; Bidder Signature Page; and may be considered an improper
Bidder’s Questionnaire. gratuity.

VTA considers a bid to be responsive only when all the required items Remember to always use sound
are provided and submitted in the bid package, including all blanks judgement in all interactions
completed with answers (yes, N/A is an answer.). Happy bidding! with VTA staff and contractors.

For more information see
Loveneet Kaur VTA’s Gifts and Gratuities Policy
Contracts Administrator I in our “Resources” accordion
at vta.org/obdp.

Quick Tip!

SBE and DBE certifications are free. Don’t fall into the trap of paying thousands of dollars for something
you can do yourself. Resources and information are available at vta.org/obdp and at norcalptac.org.

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