Page 25 - The EDGE Summer 2024

PURCHASING

BY GARY BARKMAN
The RFI Process and It’s Benefits

Gary Barkman

Recently, I’ve received more requests from people to Please note that because of the last bullet point, there
explain the RFI process, (Request For Information). Let is some leeway with regard to how you’d like to set up
me first say, that it is not a widely used process but can your RFI and just like procurement, each RFI stands on
resolve some areas of concern when trying to develop its own. No two RFI’s should look the same and to make
a scope of work with critical specifications. This is the it beneficial, you may want to consider reaching out to
focal point of why we may want to use this process. as many suppliers as possible to obtain the information
needed. Just know, there’s more than one way to build
When I stated that the RFI process is not a widely used an RFI.
process, I wasn’t equating it to being a bad process but
rather it requires considerable time to create a good I’m simply going to give a sample method and let you
RFI. This is not a one- or two-day process, and that’s take it from there.
the reason not many people utilize it. Actually, the rule
for RFI’s did not come into effect until the major rule’s First would be the document itself. The RFI doesn’t need
revision of July 01, 2014. Let’s take a look at what was to be several pages, at least from my experience. Two to
created from this rule. The RFI process is covered by three pages should allow you to get all the information
R7-2-1058 “Request for Information” from our Arizona that you’re requesting, along with the timelines of how
Administrative Code. you’d like to unfold the RFI and any requirements that
may need to be included.
Here’s what it says:
The school district may issue a request for information to You may want to begin with a couple of paragraphs
obtain data about services or materials available to meet describing why you’re doing the RFI, what it is that you
a specific need. Notice of the request for information wish to obtain from the RFI and the steps that you’ll
shall be issued in accordance with R7-2-2024(A) and be conducting to gather that information along with the
R7-2-1024(C). timeline or tentative schedule that you have in mind for
• Responses to a request for information are completing the process.
not offers and cannot be accepted to form a
binding contract. Once you have the document created you can post it on
• Information contained in a response to a your e-bidding platform or any other vehicle you use as
request for information may be withheld a district, just as you would an IFB or RFP, pursuant to
from public inspection until the subsequent R7-2-1058. Having said that, I’ll explain the sample
procurement is awarded or terminated, two method used in the past.
years from the date of the vendor’s response,
or upon commencement of a new procurement, I like to use three different parts to the process. First
whichever occurs first. being a simple question and answer session, inviting all
• There is no required format to be used for suppliers to the table. When doing this you may use a
requests for information. committee of your end users and procurement personnel
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