1. After the Board of Contract and Supply approves a city department’s request to advertise a Request for Proposal (RFP), a vendor can learn about open RFP’s several different ways:
• Following the approval to advertise, an ad will be placed in the Providence Journal. (Typically in Friday’s paper.)
• About 2-3 business days after the approval to advertise, a list of open bids can be viewed here:
• If you have signed up for the Newport eProcurement website (which all Providence RFP’s are posted to) you will receive a notification of newly added RFP’s in the categories you specify once they are posted.
We highly recommend taking advantage of this website. Currently, it is the fastest way to view and obtain RFP packets.
2. What to do if you notice an RFP you would like to bid on:
• Call or email Patti Jordan in the Purchasing Department and request that the RFP be sent to you. Phone: (401) 680-5264 – Email:
• Visit the Purchasing Department in City Hall and pick-up a copy of the RFP in person. Our office is located at 25 Dorrance Street, Providence, RI on the 4th floor in room 408.
• Download the packet from the Newport eProcurement website.
Once you register and confirm your email address via the message that will be sent to your inbox within minutes of your initial registration, you will have access to all open RFP’s and will be able to download them in PDF format immediately.
Overall, registration and confirmation take less than 5 minutes and access is granted immediately afterward.
Note: RFP’s for the City of Providence have “Solicitation Numbers” that start with “PVD.”
3. Bidders Conference:
• If applicable, attend the pre-bid conference for the RFP you are interested in. Not all RFP’s have a corresponding pre-bid conference.
• If one is stated in the RFP and it is noted as mandatory, you must attend in order to have your bid accepted.
4. Do you have questions about specific portions of the RFP?
- Please direct questions relative to the bidding process, how to fill out forms, and how to submit a bid (Pages 1-8) to Purchasing Agent Patti Jordan.
- Phone: (401) 680-5264
- Email: (Please use the subject line “RFP Question”)
- Please direct questions relative to the Minority and Women’s Business Enterprise Program and the corresponding forms (Pages 9-18) to the MBE/WBE Outreach Director for the City of Providence, Grace Diaz
- Phone: (401) 680-5766
- Email: (Please use subject line “MBE WBE Forms”)
- Please direct questions relative to the specifications outlined (beginning on page 19) to the issuing department’s subject matter expert:
- This person’s name and contact information will be outlined on page 1 of the RFP.
5. Assemble your packet. Your bid packet should include:
Copies of all forms required with your bid submission are included in your RFP. If you prefer these forms as individual, fillable PDF’s you can download them below. Please refer to page 3 of you RFP for a complete list of all required forms. Please note: If any of the required items outlined on page 3 of the RFP are omitted in a submitted bid, it will be considered incomplete and cannot be awarded. (With the exception of financial assurances, which are only required if specified on page 5.)
• MBE/WBE forms based on your “bidder category.”
Please reference our page about the Minority + Women-Owned Business Enterprise Program for instructions on how to determine your bidder category and what forms to complete per your category.
Refer to the MBE/WBE form instructions for clarification on which MBE/WBE forms you need to complete. Some forms require the signature of the City’s MBE.WBE Outreach Director mentioned above. These forms will not be considered complete without the signature of the MBE/WBE Outreach Director. These forms must also be completed and enclosed in every bid submitted.
If you have questions about these forms or the Minority + Women-Owned Business Enterprise Program, please contact:
Grace Diaz,* MBE/WBE Outreach Director for the City of Providence. Phone: (401) 680-5766 – Email:
*Please note that Grace Diaz is not located at City Hall and that some MBE/WBE forms must be endorsed several days before your bid packet is due to be submitted. Please read these forms thoroughly as early as possible to allow ample time to connect with Ms. Diaz and complete the appropriate forms.
• Your proposal specific to the project you are bidding on.
• Any financial assurances that are required for the project you are bidding on as specified on page 5 of the RFP.
The RFP you choose to respond to may include details regarding information that you will need to provide (such as proof of licenses) to the issuing department before the formalization of an award. This information is NOT requested to be provided in your initial bid by design. All bids submitted to the City Clerk become public record. Failure to follow instructions could result in information considered private being posted to the city’s Open Meetings Portal and made available as a public record. The City has made a conscious effort to avoid the posting of sensitive information on the City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing department only at their request. If the issuing department for this RFP determines that your firm’s bid is best suited to accommodate their need, you will be asked to provide such supplemental information. To clarify what you must be ready to provide should the issuing department request it, see the last page of the RFP. An inability to provide the outlined items at the request of the department may lead to the disqualification of your bid.
6. Prepare your packet for delivery to the City Clerk’s office.
Please note that 2 copies of your bid must be received in sealed envelopes or packages labeled on the outside with:
• The RFP name (The “Item Description” at the top of the first page of the RFP you are answering);
• The city department to which the RFP and bid are related;
• Addressed to:
Board of Contract and Supply
Department of the City Clerk – City Hall, Room 311
25 Dorrance Street
Providence, RI 02903
7. Deliver your bid packet to the City Clerk’s office.
You can do this two ways:
• Deliver your packet in person to the City Clerk’s office or
• Mail your packet to the City Clerk’s office.
In either instance, your bid must be received by the City Clerk’s office staff by the “date to be opened” specified at the top of the RFP packet you are answering by 2:15 pm at the latest.
Please note: Late bids cannot be accepted.
8. What happens next?
• All bids received will be opened at the Board of Contract and Supply meeting. From there, bids will be distributed to the corresponding city departments that issued the RFP’s for review and selection.
• Department Directors then share their bid recommendation with the Board of Contract and Supply and ask for their approval.
i. The earliest that you may hear back is two weeks from the date that your bid packet was opened (Board of Contract and Supply meetings are held every other week).
Awards will be made within 60 days of bid opening unless otherwise stated in the bid specifications. If you have questions about a department’s timeline, please contact the subject matter expert noted on page 1 of your RFP.
9. How will I know if my bid has been selected?
• If a Department Director’s bid recommendation is approved by the Board of Contract and Supply they then work with our legal team to draft a contract. Once that has been prepared by the City Solicitor, the city department will reach out to you for your signature to move forward.
i. If after reviewing the contract drafted by our City Solicitor you have questions or concerns, the city department you are working with will put you or your legal counsel in touch with the City Solicitor’s office to work through the details of the contract.
If you have questions specific to going through the bid process contact Purchasing Agent Patti Jordan at:
- Phone: (401) 680-5264