In striving to achieve the goals of the organization, while complying with the requirements of local, state and federal laws and guidelines, the EMBARK is dedicated to ensuring full and open competition and equitable treatment of all potential sources of the procurement process (planning, solicitation, award, administration and documentation of contracts).
Types of Solicitations
Depending on the type of project, EMBARK develops an Invitation for Bid (IFB), Request for Proposal (RFP), Request for Qualifications (RFQ), or Quote Request (QR).
IFBs are used when there is a clear understanding of the project requirements, scope of work and technical specifications. RFPs are used in cases where the specific requirements and technical specifications of a project are of a functional nature or unclear and provide a guideline for potential offerers to use in preparing a bid/proposal. RFIQs are used for engineering, architectural and related services contracts, and consider only technical factors and qualifications in the evaluation process. A quote request may be used for procuring materials, equipment and supplies and some types of professional services (i.e., word processing, graphics).
The Procurement manager develops the procurement document and oversees the distribution and advertising of the solicitation. They also receive all proposals, coordinate evaluation meetings and see the process through the award phase and contract administration.
Notification of Bids
EMBARK is required to advertise the purchase of all supplies, equipment, material and the construction of facilities and worksites. Invitation for Bids (IFBs) are used for these types of purchases, while Requests for Proposals (RFPs) are used for the procurement of services, and specialized rail and telecommunications equipment including rail cars. Notices requesting bids or proposals over $25,000 are published at least once in The Journal Record under "Public Notices", as well as in several monthly or weekly publications.
Most projects are formally advertised at least 21 days in advance of the due date of sealed bids/competitive proposals. In addition, vendors listed in EMBARK's database are often notified, via postcard, of all IFBs/RFPs in their stated area of interest.
Written Bid Procedures
EMBARK procures its supplies, materials, equipment and construction on the basis of competitive bids from qualified companies. When the expected expenditure required is between $500 and $25,000, the Authority obtains a minimum of 3 quotes, which permit prices and terms to be compared.
Competitive bids are not subject to negotiation. When a company is contacted for a quote, they must provide a firm price, including any charges for delivery and installation (when applicable), and lead time for delivery. Award is made to the lowest and most responsible bidder meeting specifications and needs.
Before bidding on procurements, all vendors must register with the City of Oklahoma City by submitting the appropriate vendor registration form.