How to Submit a FOIA / Public Records Request
FOIA/PRR Background
For contracting purposes, a Freedom of Information Act Request (FOIA) request or a Public Records Request (PRR) is often used to obtain contract information about a past or current contract, incumbent contractor, or copy of a winning bid or proposal. This helps you price your bid competitively in addition to gaining insight about what evaluation criteria the awarding agency is applying the most emphasis.
Here’s the video instruction: Click on #3 Freedom of Information Act and Public Records Request
Instruction
Instruction: Submitting a Freedom of Information Act (FOIA) Request or Public Records Request (PRR) for Contract Information
Identify the appropriate government department: Determine the correct city, county, state, or federal department responsible for the contract information you’re seeking. Keep in mind that FOIA requests pertain to federal agencies, while PRRs usually involve local, county, and state levels.
Research the specific FOIA/PRR policies: Visit the relevant government department’s website to find information on their FOIA/PRR submission policies, procedures, and any applicable fees.
Gather necessary information: Collect all the necessary information related to the contract, such as contract number, contractor name, project name, and date range. This information will help the government department locate the records you’re looking for.
Prepare your request: Draft a clear and concise letter or email, providing a detailed description of the information you’re seeking. Include your contact information and any applicable fees, if required. Make sure to mention that you’re submitting a FOIA request or a PRR, depending on the agency you’re addressing.
Submit the request: Send your FOIA/PRR request to the appropriate government department via email, mail, or their online submission portal, if available. Make sure to keep a copy of your request for your records.
Manage your request: Keep track of your request and follow up with the department if necessary. Be prepared for a response time of 7-10 days or longer, depending on the complexity of your request and the department’s workload.
Review the response: Once you receive the requested information, carefully review the contract details to help you better understand the evaluation criteria and price your bid competitively.
Submit questions to the contracting officer: If you have any questions or need clarification on the provided information, submit your questions to the contracting officer. Keep in mind that answers to these questions may be released publicly when the Q/A’s are issued.
Use the information wisely: Use the contract information to craft a competitive bid, ensuring that you address the key evaluation criteria and provide a comprehensive proposal.
Reach Out to the Contracting Officer Point of Contact (POC)
Step-by-step instructions to reach out to the Contracting Officer Point of Contact (POC):
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Obtain the RFP / Solicitation number and name for the contracting opportunity you are interested in. This information should be included in the RFP / Solicitation advertisement.
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Locate the point of contact (POC) information for the contracting opportunity. This information can also be found in the RFP / Solicitation advertisement. The POC may be the Contracting Officer or Contract Administrator for the opportunity.
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Draft an email to the POC using the script provided or a similar one. Make sure to include the RFP / Solicitation number and name in the email, and to clearly state your request for information about the opportunity, including the current or past contractor and the current rates paid by the agency / department.
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If you would like a copy of the previous incumbent’s bid and proposal, include this request in your email as well.
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Send the email directly to the POC’s email address, which should be provided in the RFP / Solicitation advertisement.
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Be professional and courteous in your communication with the POC, and include all necessary information in your initial email to avoid follow-up requests for additional information.
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Keep in mind that the POC may fulfill your request or defer you to submit a FOIA or PRR (Freedom of Information Act or Public Records Request). Follow any instructions or guidelines provided by the POC in their response, and maintain open communication throughout the contracting process.
Script
Hello,
Can you please provide information about this contracting opportunity, who is the current or past contractor and what are the current rates paid by your agency/ department for [Solicitation # and Solicitation Name].
We would also like to obtain a copy of the previous incumbent’s bid and proposal.
Thank you,
Keep in mind The contracting officer may fulfill your request or defer you to submit a FOIA or PRR.
Locating FOIA/PRR Agency Web Sites using Web Search
Step-by-step instructions to do a Google Keyword Search for a specific type of request and submit it:
- Open your web browser and go to the Google homepage.
- Type in the name of the agency, state, and type of request that you are interested in, separated by commas. For example, “Orange County, CA public records request,” “Department of the Navy FOIA,” or “City of Claremont, CA public records request.”
- Review the results of the search. Look for government websites, such as .gov domains, which are usually more reliable than other sources. Avoid paid ads, as they may not always lead to legitimate sources of information.
- Click on the link that corresponds to the website where you can submit your request. This may be the website of the agency or department you are interested in, or a website dedicated to processing requests for public records or FOIA requests.
- Review the instructions provided on the website carefully. These may include guidelines for submitting your request, the types of records that are available, and any fees that may be associated with your request. It is important to follow these instructions closely to ensure that your request is processed correctly.
- Submit your request through the website or by following the instructions provided. This may involve filling out an online form or sending an email to a designated contact person. Be sure to provide all the necessary information, including your contact information and a detailed description of the records you are requesting.
- Wait for a response from the agency or department. Depending on the type of request and the volume of requests received, it may take several days or even weeks to receive a response. Be patient and follow up if necessary to ensure that your request is being processed.
Step 2 – Click on the result that best matches, this will take you to a web page where you can make the request
Step 3 – Make the request
Hello,
Can you please provide information about this contracting opportunity, who is the current or past contractor and what are the current rates paid by your agency/ department for [Solicitation # and Solicitation Name].
We would also like to obtain a copy of the previous incumbent’s bid and proposal.
Thank you,
You will need to select the right department.
Reach Out to the Contracting Officer Point of Contact (POC)
- Locate the POC contact’s information
On every contract RFP / Solicitation advertised, there is point of contact information. This could be the Contracting Officer or Contract Administrator which is enclosed in the contracting opportunity.
- Make sure you have the RFP / Solicitation # and RFP Solicitation Name
- Email the POC directly
Hello,
Can you please provide information about this contracting opportunity, who is the current or past contractor and what are the current rates paid by your agency/ department for [Solicitation # and Solicitation Name].
We would also like to obtain a copy of the previous incumbent’s bid and proposal.
Thank you,
Keep in mind The contracting officer may fulfill your request or defer you to submit a FOIA or PRR.
Locate the Agency FOIA / PRR Website and Submit Your Request
- Do a Google Keyword Search for the “Agency, State, Type of Request”
- Examples “Orange County, ca public records request” or “Department of the navy FOIA” or “City of Claremont, Ca public records request”
- Review the results
- Visit the website where to submit the requests
- Review the instructions
- Submit the request
Step 1 – Search “Orange County, ca public records request”
Note. dot “gov” web domains are a good indication the site is legit (but not always the case), avoid the paid ads
Step 2 – Click on the result that best matches, this will take you to a web page where you can make the request
Step 3 – Make the request
Hello,
Can you please provide information about this contracting opportunity, who is the current or past contractor and what are the current rates paid by your agency/ department for [Solicitation # and Solicitation Name].
We would also like to obtain a copy of the previous incumbent’s bid and proposal.
Thank you,
You will need to select the right department.
State of CA
To make a public records request for procurement contracts in the state of California, you can follow these steps:
Identify the agency or department you want to request the records from. Procurement contracts may be held by various state agencies, such as the Department of General Services, Department of Finance, or individual state departments.
Determine the specific procurement contract(s) you want to request. If you’re unsure, you can search the agency’s website or contact their public records office for guidance.
Submit a request in writing, either by email or letter, to the agency’s public records office. Your request should include a clear description of the records you’re seeking, including the contract number(s) or other identifying information.
Include your contact information, such as your name, address, and email, so the agency can respond to your request.
Be prepared to pay a fee for the records, if applicable. California law allows agencies to charge for the actual cost of duplication or production of records, such as copying or scanning fees.
Wait for the agency to respond to your request. Under California law, agencies are required to respond to public records requests within 10 business days. If your request is denied, the agency must provide a reason for the denial and information on how to appeal.
If you have any questions or concerns about making a public records request in California, you can contact the agency’s public records office or seek guidance from an attorney or public records advocacy group.
| Agency | Link |
|---|---|
| CA Department of General Services | Visit Site |
| Federal FOIA | Visit Site |
| City of Los Angeles | Visit Site |
| City of San Diego | Visit Site |
| Orange County, CA | Visit Site |
| Riverside County, CA | Visit Site |