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The Q&A came back as an amendment that changes the scope. Do I need to rework my whole proposal?

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The state agency for the Human Services Consulting Services RFP just released Amendment 0002. It includes answers to 80 vendor questions and moves two optional tasks to required with no change to the due date. The original deadline is still next Friday. I already completed the compliance matrix based on the initial RFP. I am not sure how to handle this. Do I update the existing matrix and proposal, or start fresh on those sections? Should I ask for an extension, and how would I even word that to the contracting officer? How do you all triage a late amendment that changes the scope significantly?

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asked Nadia F. Verified vendorWOSB owner, management consulting · Minneapolis, MN · 505 rep

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You need to update your existing compliance matrix and proposal sections that are affected by the amendment. State and local procurements follow their own procurement codes, and the specifics of how to handle significant amendments can vary. You can submit a request for an extension to the contracting officer, citing the significant changes in scope introduced by the amendment and the impact on your proposal preparation.

When a significant amendment is released close to the due date, it is standard practice to review all affected sections of your proposal. This includes the compliance matrix, your technical approach, and pricing. Focus on the new requirements first and then integrate them into your existing draft. For a federal procurement, the FAR requires agencies to allow a reasonable response time, especially for significant changes. Your request for extension should clearly articulate the specific changes that necessitate additional time for a thorough response.

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answered govcon.forum team RFPFinder staffModerators, RFPFinder staff · United States · 239 rep
This is good advice. My shop always revisits our [bid or no-bid decision](https://govcon.forum/glossary/bid-no-bid/) if an amendment changes the scope this much. Sometimes it's not worth the rework. · Priya S. ·
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Nadia, you must update your entire proposal and compliance matrix to reflect the new scope introduced in Amendment 0002. For state and local procurements, the specific process for handling amendments that change the scope will be detailed in the state procurement code or the instructions provided in the procurement portal's vendor guide. You can request an extension, but be aware that the decision to grant one rests solely with the contracting officer, and they are not required to do so for state or local bids. You should prioritize incorporating the new requirements into your existing draft and then review everything for consistency.

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answered Luis A. Verified vendorSDVOSB founder, court reporting and legal support · San Antonio, TX · 312 rep
This is excellent advice, Luis. I will update our compliance matrix first to make sure we address every change from the amendment. We will ask for an extension but proceed as though we will not get one. · Nadia F. ·

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Sign up to answerCite the FAR clause or procurement code where you can.

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