Contractors & Vendors

FAQS for Bids and Proposals

Q. What is a RFB?

A. A RFB is a Request for Bids issued by DSWA to solicit formal quotations on projects that vary from the construction of a building, to paving, to supplying equipment.

Q. What is a RFP?

A.  RFP is a Request for Proposals issued by DSWA to solicit proposals on projects such as the design of a new landfill cell or recycling services related to electronic goods.

Q. What format for specifications does DSWA use for the RFB’s/RFP’s?

A. DSWA uses the ARCOM MasterSpec Specifications/ SpecWare Software to develop the RFB and RFP packages.

Q. Can Bids or Proposals be faxed or emailed in on the due date?

A. No.

Q. What requirements are necessary for a Company to submit a bid or proposal?

A. DSWA requires all businesses to be licensed to conduct business in the state of Delaware. DSWA also requires all forms be submitted in blue or black ink and all forms are signed and filled out completely. Additional requirements are specified in the RFP/RFBs.

Q. How long is the Bid Process?

A. The Bid process varies depending on the urgency of the project. DSWA generally makes the bid period at least four weeks. However, on occasion, some projects with a greater urgency may require a shorter bid period. After the Bids are submitted, DSWA will recommend Award to the committee meeting. After the committee concurs with the Project Manager’s recommendation, it is reviewed by the Board. The Board has final approval at which time the Notice of Award is issued.

Q. How long is the Proposal Process?

A. The Proposal Process is longer than a Bidding process. After the Proposals are due, DSWA will review each proposal and rank the proposals. Once the proposals are ranked, DSWA will shortlist the Proposers and may conduct interviews. Once interviews are completed, DSWA will select a Proposer to negotiate terms and pricing. Once DSWA is satisfied with the negotiations, DSWA will recommend Award to the committee meeting. After the committee concurs with the Project Manager’s recommendation, it is reviewed by the Board. The Board has final approval at which time the Notice of Award is issued.

Q. Why does it take so long for DSWA to award the Bid?

A. Once DSWA opens bids, they are submitted to our legal counsel for review. After legal counsel review, staff recommends the lowest responsive bid for approval at the Board of Directors’ monthly meeting. Upon approval, the Notice of Award is sent out, with returned documentation needed. Once all documentation is submitted, and both parties sign the Agreement, DSWA will submit a Notice to Proceed.

Q. How does DSWA determine whether to issue a bid or a Purchase Order?

A. In general, DSWA issues a bid when the contract amount is greater than $50,000.

Q. Why does DSWA require an email address?

A. DSWA requires an email address for a quicker turn around time for Addenda and Pre-bid Minutes to be issued. DSWA does understand that not all companies have internet or email access. In that case, DSWA asks to be notified if you cannot receive information through electronic means.

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