Section 2000.4015 Acquisition of Leases by RFI

Section 2000

Section 2000.4015

Acquisition of Leases by RFI

All leases, except those falling

under the exceptions listed in Section 2000.4020 or emergency procurements

(Section 2000.4045) will be acquired as follows:

a)         All leases will be procured by a Request for Information

(RFI).  RFIs will contain at a minimum the following information:

1)         A description of the general type of property to be leased.

2)         The proposed use of the property.

3)         The proposed term of the lease.

4)         The preferred location of the property.

5)         The general information such as size of space, configuration

desired, and any other appropriate requirements.

6)         The address to which requests for proposal may be sent.

7)         The date by which responses are due.

8)         Response forms and instructions for completing forms.

9)         A copy of spatial and performance guidelines required to meet

the needs of the SOS Department that will occupy the real property being

procured.

b)         Notice of the RFI shall be published at least 14 days prior to

the deadline for responding in the Bulletin.

c)         Responses.

1)         The

Request for Information may include a form or format for submitting responses.

If a form or format is specified, vendor shall submit responses as instructed.

2)         The RFI response must detail how the respondent will meet all

required criteria set forth in the RFI.

d)         Proposal packages must, at a minimum, include:

1)         A Proposal Form.

2)         A copy of the agency program requirements.

3)         The date by which proposals must be submitted.

e)         All responses to the RFI will be publicly opened on the

announced opening date.  Names of all parties submitting proposals will be made

available to the public.

f)         Secretary of State representatives may conduct discussions

with respondents to further clarify the needs of the State or obtain further

information on responses

The date by which proposals must be submitted.

e)         All responses to the RFI will be publicly opened on the

announced opening date.  Names of all parties submitting proposals will be made

available to the public.

f)         Secretary of State representatives may conduct discussions

with respondents to further clarify the needs of the State or obtain further

information on responses.

g)         Based on the responses to the RFI, the Chief Procurement

Officer (CPO) or a designee will make a written determination of which RFIs

submitted are responsive to the State's basic criteria.

h)         Secretary of State representatives will enter into

negotiations with all parties submitting responsive RFIs for the purpose of

obtaining the best terms for the State.  A written record of all negotiations

will be maintained by the Secretary of State.

i)          A Secretary of State representative will review all relevant

information and recommend to the CPO which proposal should be accepted.

j)          The CPO will make the final award, which will be announced in

the Bulletin.

k)         The lease will be reduced to writing and executed by all

parties.

l)          If the lowest-priced proposal is not selected, the CPO will

publish notice, along with the reasons for such selection, in the next

available edition of the Bulletin.

m)        The Secretary of State reserves the right to reject any and all

proposals and to request and evaluate "best and final" proposals.

All decisions on compliance, evaluations, terms, and conditions will be made

solely at the Secretary of State's discretion and made to favor the State.