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I have questions about the contracting process, where can I find answers?
There is a separate list of frequently asked questions for the contracting process posted on the DSCYF Contracting Information internet site. Return to the page where you found this list of questions and click on “Contracts” under Information in the left hand column. Once on the Contracting Information page find the “Frequently Asked Questions” link near the top.
Are all Department of Services for Children, Youth & Their Families (DSCYF) contracts competitively bid?
No, Delaware Code allows professional service purchases under $50,000 a year to be purchased on the open-market without the use of a competitive bidding process.
My agency is just starting out or my agency would like to better understand how to put a successful proposal together. Can you help?
Although DSCYF cannot help you write your proposal nor can DSCYF review it before you submit it, DSCYF will allow previous proposals to be reviewed since they are part of the public record for the previous RFP. Such reviews are by appointment only. Proprietary and personal information will be redacted from any proposal to be reviewed. You can make an appointment for such a review by contacting the DSCYF Procurement Administrator via contact information on the page where you found this list of FAQs. Copying of any page(s) of a previous RFP will cost 25 cents per page.
Under what part of the Delaware Code does DSCYF competitively bid its professional services?
DSCYF bids most of its services under Title 29 Chapter 69 Section 6981 Large professional service procurement process (http://www.delcode.state.de.us/title29/c069/sc06/index.htm#P25_789) of the Delaware Code. However, occasionally another section of the code is used for a service when it is more appropriate. The governing section of the Delaware Code is identified in the Request for Proposals (RFPs).
How are announcements made available for DSCYF RFPs?
Delaware code previously required statewide advertising once a week for two consecutive weeks for all RFPs. However, as of 7/1/2011 Delaware Code now recognizes posting all RFPs to the State’s central solicitation portal at www.mymarketplace.delaware.gov as meeting the advertising requirement for RFPs.
Where does Delaware post currently active Request for Proposals (RFPs)?
The State of Delaware posts all active RFPs on its internet page at bids.delaware.gov. In addition, you might want to review the available contract related information at www.mymarketplace.delaware.gov.
How can my agency receive email notifications for contracting opportunities?
An individual or agency can register for State of Delaware procurement opportunity notifications by going to www.mymarketplace.delaware.gov and following the instructions to register.
I’m a woman or minority owned business enterprise. Is there someplace I can register as such with the State of Delaware?
Yes, go to Delaware’s Office of Minority and Women Business Enterprise (OMWBE) and register as such.
How often does DSCYF bid a particular professional service?
DSCYF usually includes in the RFP how long contracts are being awarded as a result of that RFP. Normally, this period will be three to five years; however, DSCYF reserves the right to re-bid a service at anytime it believes it to be in the best interest of the State. All awards made as a result of an RFP are based on satisfactory performance by the contractor and availability of funds for the service. If no specific period of time is announced in the RFP than the default period before the re-bid of the service is typically five years.
Does DSCYF hold bidder’s conferences and are they mandatory?
DSCYF often holds a bidders conference for some, but not all of its RFPs. If a bidder’s conference is being held the date, time and location are posted at bids.delaware.gov along with the RFP and within the RFP itself. If the bidders conference is “MANDATORY” that information is also included where the date, time and location are announced.
Who do I contact if I have questions related to DSCYF RFPs?
You should contact the DSCYF Procurement Administrator. The contact information is posted on both the DSCYF Contracting Information and Request for Proposals internet pages where you found this list of frequently asked questions.
Do incumbent bidders receive extra points when they submit a proposal?
No, incumbent bidders do not receive extra points simply for being the incumbent. However, “experience, reputation, and demonstrated ability” is one area that gets scored during proposal review. Therefore, depending on the incumbents past performance, being the incumbent may work for or against the bidder.
Do I need a business license prior to submitting a proposal?
No, you do not need a business license at the time you submit your proposal. However, you will be required to have all appropriate licenses before a contact can be signed if you are a successful bidder.
How long do I have to submit a proposal in response to an RFP?
The due date for proposals is posted at bids.delaware.gov where the RFP is found online and in the RFP itself.
Does DSCYF have a cap on Administrative Cost and what if my agency has negotiated an administrative rate with the federal government?
No, but it is important to remember that the request for proposals process is competitive. Although DSCYF is not required by code to select the lowest bidder, price is certainly an important factor in the selection process. Though it is only a guideline, 10%-15% is the competitive statistical average for administrative cost in recent years. However, you are free to propose an administrative cost that is appropriate for your agency. DSCYF is not obligated to accept an administrative cost rate that has been negotiated with the federal government or any other agency or body.
What happens if proposals arrive late?
Delaware Code prohibits DSCYF from accepting any bid that arrives after the submittal deadline. The deadline is posted online and printed on the actual RFP itself. Bids arriving late will be rejected and/or returned to the bidder.
After my agency has submitted a proposal should we expect to hear from DSCYF during the review process?
Submitted proposals are expected to stand alone as written. So, many times an agency will not hear anything until an award is announced. However, at times a DSCYF review panel may elect to contact a bidder by phone for additional clarifying information. DSCYF also reserves the right to invite select bidders to appear in person to answer questions generated by the panel regarding their proposal, agency capacity and experience, work history, etc.
When and how are announcements made regarding proposals submitted in response to an RFP?
DSCYF works as quickly as possible to make a final decision and announcements regarding awards as a result of an RFP. The initial notification to a successful bidder will likely be made by phone followed by an official letter by either traditional mail or email. Notification to unsuccessful bidders is made either by a letter in traditional mail or by email.
What happens to proposals submitted in response to an RFP?
All proposals become the property of the State of Delaware and are kept on file as part of the official procurement file for the RFP. All documents in the procurement file are public information with the exception of any proprietary information and private individual information which will be redacted if a request is made to review any proposals..
If you have questions not addressed above, please contact the DSCYF Procurement Administrator via the contact information on the DSCYF Contracting Information and Request for Proposals internet pages.