Chapter 24 - Requests for Proposals and Competitive Negotiations

24.9.3 Cancellation after proposal due date

When the RFP due date is past and proposals have been received and opened, the proposals may be rejected and the procurement canceled at any time prior to award. The following procedure will be used in such instances:

• A cancellation notice must be posted promptly through eVA and wherever the RFP was advertised at the time of original release (including the newspaper of general circulation if applicable), stating that the decision to cancel the RFP has been reached.

• The opened proposals will remain as part of the procurement file.

• Any duplicate proposals may be destroyed unless the supplier requests that these proposals be returned at their expense.

• The reasons for cancellation or rejection shall be made part of the procurement file.

When a solicitation is cancelled, the procurement file including all received proposals remains confidential and will become part of the new solicitation procurement file. In the event that a new solicitation is not issued within a period of 12 months from the date of cancellation, the procurement file shall then become available and open for public inspection.