Agency Responsibilities - Request for Proposal (RFP) Checklist

Aug 31, 2026

Request for Proposal (RFP) Checklist outlines the minimum requirements for an agency procurement professional and, when applicable, for staff working under DAS Procurement Services responsibilities. It covers required general information and provisions, documented procurement authority, solicitation purpose and background, scope of work parameters, proposer minimum qualifications (e.g., D&B ratings, licensing, certification, key personnel), and the development of a fair evaluation strategy. It also specifies solicitation process details, submission requirements, evaluation criteria, award and negotiation provisions, document language compliance, and security and performance-related contract terms.

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Pages4

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Agency Responsibilities

Verify general information and provisions

Verify authority, overview and scope

Verify proposer minimum qualification requirements

Develop an evaluation strategy

DAS Procurement Services Responsibilities

Verify general information and provisions

Verify process and details of the solicitation

Verify minimum submission requirements

Verify evaluation criteria is clearly explained

Verify solicitation includes provisions for award and negotiation

Verify inclusion of appropriate document language

Request for Proposal (RFP) Checklist Use this Request for Proposal (RFP) Checklist in conjunction with the mandatory use HYPERLINK "https://www.oregon.gov/das/Procurement/Pages/ELTdocs.aspx" RFP template developed by DAS Procurement Services and the Attorney General’s Office. The standardized template aligns with state statute, DOJ Model rules and DAS rules. Refer to the HYPERLINK "https://www.oregon.gov/das/OPM/Pages/proposal.aspx" Competitive Sealed Proposals (RFP) section of the Oregon Procurement Manual for more information on developing an RFP. Agency Responsibilities The following checklist items are the minimum requirements of an agency procurement professional when developing an RFP. If an agency is delegated authority to conduct the procurement, the agency procurement professional should verify all items shown in both the Agency Responsibilities and DAS Procurement Services Responsibilities sections of this checklist. ☐ Verify general information and provisions High-level description of the procurement that generally outlines the scope and supplies project dates, if known, in a way that potential proposers can determine if their capabilities match the procurement opportunity. Award information that specifies single or multiple awards, possible length of award or contract. Schedule dates that match the latest timeline. ☐ Verify authority, overview and scope Procurement authority granted through statute, rule, or other authority, or DAS delegated authority is documented. Terms and acronyms are defined. An overview of the purpose of the solicitation, including background information on the agency and the project that describes: Agency program and its purpose. Procurement objectives and context regarding how the need has been met historically. Factors that inform the procurement, such as agency policy or legislative direction (as applicable). Benchmarks or past performance. Driving factors, including past and projected purchases. Contract or price agreement beneficiaries. Contract or price agreement conditions. Scope of work describes the products or services needed and establishes the parameters of what can be amended into the contract later. ☐ Verify proposer minimum qualification requirements, which may include: Dun & Bradstreet (D&B) ratings. Licensing requirements. Certification requirements. Key Personnel Requirements. ☐ Develop an Evaluation Strategy. Refer to the HYPERLINK "https://www.oregon.gov/das/OPM/Pages/evaluation.aspx" Develop Evaluation Strategy section of the Oregon Procurement Manual for more information on documenting a strategy to evaluate and select a product or service in an impartial, fair, efficient, transparent and non-discriminatory manner. DAS Procurement Services Responsibilities The assigned DAS Procurement Services staff will verify the following checklist items in coordination with the agency. If an agency is delegated authority to conduct the procurement, the agency procurement professional should verify this section of checklist items. ☐ Verify general information and provisions RFP single point of contact (SPC), name, title, and mailing and email address. ☐ Verify the process and details of the solicitation are described, including: Provision for pre-proposal conference. If a pre-proposal conference is planned, specify: Mandatory or optional attendance. Time, date and location. Option to attend through remote access via teleconferencing or web conferencing. Provision that statements made by the agency or DAS representatives at the conference are not binding unless confirmed by written addendum. Questions/Clarifications process. Protests process. Modifications or withdrawal. Time and date of proposal closing. Time, date and place of public opening of proposals. Proposal rejections. ☐ Verify minimum submission requirements, including requirements for: General Proposal Requirements. Required number of originals. Required number of copies. Required number of

FAQs

What does the checklist require for general information and provisions in an RFP?

It requires high-level procurement description, award information (single or multiple awards and possible lengths), and schedule dates that match the latest timeline.

Which topics must be included when defining the authority, overview, and scope?

The checklist requires documenting procurement authority, defining terms and acronyms, providing solicitation purpose/background, describing procurement objectives and historical context, listing informing factors, and clearly defining scope of work and amendment parameters.

What must be specified in the solicitation regarding submission and evaluation?

It requires minimum submission requirements (originals, copies, electronic copies, formats, packaging, delivery, attachments, and technical/cost proposal requirements) and clear evaluation criteria including responsiveness, responsibility, preferences, and next-step determinations.

Aug 31, 2026

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