Section 500.1020  Request for Information

a)         RFI Form

When required, an RFI shall be issued and shall include:

1)         the type of property to be leased;

2)         the proposed uses of the property;

3)         the duration of the lease;

4)         the preferred location of the property; and

5)         a general description of the configuration desired.

b)         Public Notice

Public notice of the RFI for the availability of real property to lease shall be published in the Auditor General Bulletin at least 14 days before the date set forth in the request for receipt of responses and shall also be published in similar manner in a newspaper of general circulation in the community or communities where the OAG is seeking space.

c)         Response

The RFI response shall consist of written information sufficient to show that the respondent can meet minimum criteria set forth in the RFI.

d)         Negotiation and Determination

The Procurement Officer may enter into discussions with respondents of the RFI for the purpose of clarifying OAG needs and the information supplied by the respondents.  On the basis of the information supplied and discussions, if any, the Procurement Officer shall make a written determination identifying the responses that meet the minimum criteria set forth in the RFI.  Negotiations shall be entered into with all qualified respondents for the purpose of securing a lease that is in the best interest of the State.

e)         Reporting and Filing

When the lowest response by price is not selected, a written report of the negotiation shall be retained in the lease files and shall include the reasons for the final selection.