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12.3 Solicitation
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Solicitation involves obtaining information (bids and proposals) from prospective
sellers on how project needs can be met. Most of the actual effort in this process is
expended by the prospective sellers, normally at no cost to the project.
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.1 Procurement documents. Procurement documents are described in Section 12.2.3.1.
.2 Qualified seller lists. Some organizations maintain lists or files with information on
prospective sellers. These lists will generally have information on relevant past experience
and other characteristics of the prospective sellers.
If such lists are not readily available, the project team will have to develop its
own sources. General information is widely available through the Internet, library directories,
relevant local associations, trade catalogs, and similar sources. Detailed information
on specific sources may require more extensive effort, such as site visits or contact
with previous customers.
Procurement documents may be sent to some or all of the prospective sellers.
12.3.2 Tools and Techniques for Solicitation
.1 Bidder conferences. Bidder conferences (also called contractor conferences, vendor conferences, and pre-bid conferences) are meetings with prospective sellers prior to preparation of a proposal. They are used to ensure that all prospective sellers have a clear, common understanding of the procurement (technical requirements, contract requirements, etc.). Responses to questions may be incorporated into the procurement documents as amendments. All pontential sellers must remain on equal standing during this process.
.2 Advertising. Existing lists of potential sellers can often be expanded by placing advertisements in general circulation publications such as newspapers or in specialty publications such as professional journals. Some government jurisdictions require public advertising of certain types of procurement items; most government jurisdictions require public advertising of subcontracts on a government contract.
12.3.3 Outputs from Solicitation
.1 Proposals. Proposals (see also discussion of bids, quotations, and proposals in Section 12.2.3.1) are seller-prepared documents that describe the seller’s ability and willingness to provide the requested product. They are prepared in accordance with the requirements of the relevant procurement documents. Proposals may be supplemented with an oral presentation.
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