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Request for Proposals (RFP) Process

The Request for Proposals (RFP) process is used to competitively procure professional and non-professional services and specific goods (as authorized by VTA's Board of Directors) through a best-value negotiation process.

Under $50,000
Procurement of services totaling less than $50,000 are generally solicited using an informal letter request for proposals or qualifications, are not advertised, and do not include oral interviews. Letter RFPs are sent to an adequate number of firms to ensure competitive response.

$50,000 - $100,000
Procurement of services valued between $50,000 and $100,000 are solicited using a formal request for proposals or qualifications, but does not require advertisement in a newspaper, and may not include oral interviews.

Over $100,000
Procurement of services totaling greater than $100,000 are solicited using a formal request for proposals or qualifications, require advertisement in an appropriate newspaper or trade journal, and require oral interviews.

RFP Procedure

The Request for Proposal (RFP) procurement differs substantially from the Invitation to Bid (IFB). Generally, the RFP is used in situations where other factors besides price are considerations. These procurements generally fall into the category of professional services where additional factors such as experience, understanding of the work required and the personnel proposed may be evaluated. In the case of an IFB, the lowest, responsive bid is accepted while with the RFP, we attempt to choose the best possible balance of factors and frequently the lowest cost proposal is not selected.

In a formal RFP, VTA usually will advertise in the Sunday and Monday San Jose Mercury News. In addition, we frequently place advertisements in smaller newspapers such as the San Jose Business Journal. If we anticipate national interest, we place an advertisement in Passenger Transport or perhaps a national periodical with a specific orientation. When possible, we also try to send notices to firms who have indicated interest in performing the particular type of professional services we are seeking.

Both advertisements and notices will briefly summarize the services sought and will indicate how an interested party may acquire the RFP booklet. Also indicated are the date for the pre-proposal conference, if any, and the due date for the proposals.

The RFP booklet should contain all the information needed to assemble a proposal. It includes a calendar for the procurement, a description of the scope of work, minimum qualifications for proposers, the criteria used to select the successful proposer and the manner in which the proposal should be organized. Also included are several basic forms which should be filled out and submitted with the proposal. VTA now includes a pro forma contract with the RFP booklet; prospective proposers should carefully read this document and note in their proposal any areas that they object to.

When the RFP booklet is requested, VTA puts information about the requestor in a computer file called the Prospective Bidders / Proposers List. In the event it is necessary to notify these individuals or companies about changes or clarifications in the procurement, we use this list. Therefore, it is imperative that any company contemplating the submission of a proposal be registered on the Prospective Bidders / Proposers List.

The pre-proposal conference is designed to allow the project manager to discuss the project and contract administration an opportunity to discuss the nuts and bolts of the procurement. Questions about both areas are encouraged and, if deemed significant, are mailed with the appropriate answers to all participants on the Prospective Bidders / Proposers List. If there is a DBE goal, it is important to attend the pre-proposal conference since this is a critical element of proving a good faith effort in the event the goal is not achieved.

Once the proposals are received, they are distributed to the members of the Review Board. VTA does not generally reveal who these individuals are prior to the interview date or selection date if there is no interview. After reading each of the proposals, the Review Board meets to grade them using the criteria described in the RFP. If there are interviews, the Review Board will select a short list of firms to interview. When no interviews are scheduled, the Review Board will select a winner on the basis of the written proposal.

If your firm is selected for an interview, you will be contacted by the appropriate contract administrator who will advise you of the time and location of the interview. Generally, VTA expects each proposer who has been invited to the interview to give the Review Board a brief presentation at the beginning of the interview discussing the proposer's history, experience and qualifications. The Review Board usually poses several general questions and may have specific ones designed for the specific proposer. After the interviews are concluded, the Review Board grades each interviewed proposer and a winner or winners are selected.

We encourage all of our RFP registrants to use our online registration system.