Definitions & FAQ’s

Contracting Definitions

An Invitation to Quote (ITQ) and an Invitation to Bid (ITB) are for a specific item or project with a specified scope of work.

  • An ITQ is issued when IHA's budgetary estimate in under $100,000.00.
  • An ITB is issued when IHA's budgetary estimate is over $100,000.00.

A bid bond will be required of all bidders if bids are over $100,000.00 and performance / payments bonds would be required of the successful vendor only. Price is the determining factor for these solicitations.

A Request for Proposal (RFP) is issued for professional services; i.e. architect and engineering services, audit services, etc. Request for Proposals are evaluated on the criteria as stated in the RFP documents.

A Request for Qualifications (RFQ) is a form of procurement of architect-engineering (A/E) or development services by competitive proposals in which price is not requested in the Request for Qualifications (RFQ) or used as an evaluation factor. Instead, technical qualifications only are reviewed negotiations are conducted with the best-qualified firm. Only A/E services and development partners may be procured by this method.

FAQ's

Can an award be made if IHA only receives one quote/bid?

Yes we can award; although, we must solicit responses from a minimum of three (3) vendors.

What if I turn in my quote / bid late?

Late responses are not accepted.  All quote/bid documents state that if the response is due at 2:00 PM and your response is received at 2:01 PM, it will be deemed late and not accepted.

What other factors besides price do you consider?

Price is the determining factor for award on bids and quotes.  There are other factors taken into consideration on Requests for Proposals.  The evaluation criteria is always included in the solicitation.

How will I know if a wage determination applies to the quote / bid?

If a wage determination applies to the solicitation, it will always be referenced in the quote / bid documents.  Wage determinations are also available on the IHA website.

Does the IHA have set-asides for minority or women owned businesses?

No we do not; however, we do award points to certified MBE / WBE / VBE / DOBE vendors during the Request for Proposal evaluation process.

What is the award process?

All solicitations are first reviewed for completeness by the Procurement Department.  Valid responses to Invitations for Quotes are then forwarded to the originating department.  At this time, references may be checked,  specific product being priced is researched, etc.  The originating department then makes a recommendation  for an award to the Executive Director.  Contracts are circulated for execution after the approval by the Executive Director.

 

Responses to Invitations for Bids are first reviewed for completeness by the Procurement Department.   Valid responses are then forwarded to the originating department.  At this time, references may be checked, specific product being priced is researched, etc.  The originating department then makes a recommendation for an award to the Board of Commissioners.  Contracts are circulated for execution after approval by the Board.

 

Responses to Requests for Proposals are first reviewed for completeness by the Procurement Department.  Complete responses are then forwarded to the review committee.  After evaluation by the committee, a recommendation for award is made to the Executive Director.  Contracts are circulated for execution after the approval by the Executive Director.

 

All awards over $100,000.00, no matter which solicitation type, quote, bid or proposal, must be approved  by the Board of Commissioners.  Bids and RFP's / RFQ's can be disqualified for the following reasons:

  • Returned late/after the bid opening day
  • Contains incomplete documents
  • Is missing required notary or original signatures
  • Is missing documents

* This list is provided as a guide and is not all-inclusive.

What is the notification process to the successful as well as the un-successful vendors?

After an award is approved by either the Executive Director or the Board of Commissioners, an award  letter is sent to the successful vendor and regret letters are sent to the unsuccessful vendors.  An award  notice is also posted on the IHA website.

What is MyLCM, am I required to use it, and will I be trained?

MyLCM is an electronic system used by IHA to track the Davis Bacon certified payroll reports, Section 3 and minority business participation. If you are awarded a contract that requires you to use a Davis Bacon wage requirement or routine maintenance wage then you are required to use MyLCM.

MyLCM is free to the contractor and is internet-based. The training is free of charge and will be scheduled for you by the Procurement Compliance Specialist.

MyLCM Notice