Procurement Policies

The Commission’s Procurement Policies and Procedures outline regulations for its purchasing of and/or contracting for goods and services. The formal procurement process includes the use of Request for Proposals, Applications, and Quotations of which the Commission will determine the most appropriate in each instance. All contracts entered into as a result of a formalized procurement process, greater than $50,000, shall be approved by the Commission before they are executed by the Executive Director and a Commission officer.

Procurement Methods

Request for Proposals (RFP)

RFP is used when the specific service area is known and specified by the commission, but the specific methods for providing the services are determined by each applicant, in a proposal format. Each applicant proposes their own method/model of providing services, and the commission selects the one it feels will be most successful.

Request for Applications (RFA)

RFA is a formal announcement by the Commission of an opportunity to apply for funds with specific strategies and parameters in order to achieve the Commission’s strategic goals and outcomes. Proposals in response to an RFA are subject to negotiation after they have been submitted to First 5.

Request for Quotation (RFQ)

RFQ is used when the Commission has precisely determined precisely what goods and services it needs. Similar to an RFP or an RFQ, a Request for Quotation award is not necessarily based upon the lowest price, but upon a service or good that best fits the requirements within a reasonable proximity to the other proposals submitted to the Commission. Request for Quotations are typically not negotiable.

Sole Source (SS)

Sole source procurement should only be used when competitive procurement procedures are deemed infeasible.

Intent to Partner (ITP) & Community Partnerships Programs (CPP)

The Commission may select certain service providers by engaging in community-based planning efforts in which stakeholders come together for the purpose of identifying specific needs and the providers best able to meet those needs.