Commission hears request to expand RFIs and sources-sought to improve procurement outcomes

Commissioner Pulliam asked the administration to initiate a review of the county’s procurement practices with the goal of integrating more requests for information (RFIs) and 'sources sought' notices into the procurement cycle.

Director Penick told commissioners that procurement has issued about six RFIs over the past five years and described how RFIs were used as a precursor to RFPs in areas including transit payment technology, e-procurement software (which yielded 13 responses and a subsequent recommendation for BITNET), electric buses, janitorial services and preventive elevator maintenance. Penick said RFIs help the county identify industry standards and potential vendors before issuing RFPs and that separating RFIs from sources-sought notices can be done if directed. "So over the past 5 years, we found 6 requests for informations," Penick said, and he explained the practical benefits: better market knowledge and a path to firm-fixed-price contracts where appropriate.

Administrator Allen agreed procurement could guide rebidding and indicated staff would work with Penick to incorporate the approach into grounds-maintenance contracting and the broader budget process. Pulliam asked for incorporation of this guidance “over the next 30 days” into planning; Allen said procurement’s research and collaboration with peer municipalities would be brought forward and that Jackson is leading data gathering for potential stabilization or procurement adjustments.