1 Office of the State Comptroller Bureau of Contracts Basics of Request For Proposal Procurement...

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Office of the State ComptrollerOffice of the State Comptroller Bureau of Contracts Bureau of Contracts

Basics of Request For Proposal Basics of Request For Proposal Procurement Procurement

Presented byPresented by

Nisha E. ThomasNisha E. Thomas

Elizabeth JaggersElizabeth Jaggers

Peter Vander VeerPeter Vander Veer

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RFP Planning

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Conducting aConducting a procurement is a procurement is a project!project!

Rome wasn’t built in a day and you can not Rome wasn’t built in a day and you can not do an RFP in a daydo an RFP in a day

Start with the end in mindStart with the end in mind

Fail to plan, plan to failFail to plan, plan to fail

An RFP is a marathon not a sprintAn RFP is a marathon not a sprint

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Procurement Planning – Procurement Planning – EventsEvents

Implementation

Other Approvals as required OFT, Civil Service, AG, OSC

Need

Specification/ Requirement Development

Release RFP Proposal

is Due

Questions Due

Respond to Questions

Issue

Amendment

If necessaryEvaluation

BeginsDraft RFP

Develop Evaluation

Guide/Instrument

Interviews

Evaluation Complete

Monitor/

Manage

Contract

Identify Evaluators

Internal Approvals

Distribute Proposals

to Evaluation

Teams

Solicitation List

CRAd

SiteVisit

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RFP PlanningRFP Planning

Risks –Risks –

IdentifyIdentifyMitigateMitigate

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Planning defines how the project will Planning defines how the project will move through timemove through time

Planning identifies who will do whatPlanning identifies who will do what

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RFP PlanningRFP Planning A need has been identifiedA need has been identified RFP has been chosen as the procurement RFP has been chosen as the procurement

methodmethod Develop an RFP strategyDevelop an RFP strategy Define all the elements of the Define all the elements of the

procurementprocurement Effective planning/budgeting of time, Effective planning/budgeting of time,

personnel and other resourcespersonnel and other resources

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RFP PlanningRFP PlanningElements of the procurement processElements of the procurement process Develop SpecificationsDevelop Specifications Identify the Pool of VendorsIdentify the Pool of Vendors Know the Funding stream(s)Know the Funding stream(s)

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All the rules and regulationsAll the rules and regulations Plan for special eventsPlan for special events

Pre-Bid ConferencePre-Bid Conference Site VisitSite Visit Advertising in addition to the Contract ReporterAdvertising in addition to the Contract Reporter Oral Presentations & Product DemonstrationsOral Presentations & Product Demonstrations InterviewsInterviews Reference ChecksReference Checks

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RFP PlanningRFP Planning Maintaining the timeline Maintaining the timeline

Keep it updated as you move forward through Keep it updated as you move forward through the processthe process

Contract Reporter Ad must appear 15 business Contract Reporter Ad must appear 15 business days prior to the due date of proposalsdays prior to the due date of proposals

Remember that the evaluation strategy MUST be Remember that the evaluation strategy MUST be finalized and documented by the date that the finalized and documented by the date that the bids are received in the agencybids are received in the agency

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The RFP PlanningThe RFP Planning Identify all the people you will need to Identify all the people you will need to

execute a successful procurement:execute a successful procurement:

Who will write technical sections?Who will write technical sections? Who will develop the cost sheet(s)?Who will develop the cost sheet(s)? Who will write the administrative Who will write the administrative

sections?sections? Who will proofread and edit the Who will proofread and edit the

document before it goes out?document before it goes out? Who will read for content and stylistic Who will read for content and stylistic

consistency?consistency?

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The RFP PlanningThe RFP Planning Who will respond to vendor questions Who will respond to vendor questions

and distribute the responses being and distribute the responses being sure to document the process?sure to document the process?

Who will receive the proposals and log Who will receive the proposals and log them in?them in?

Who will open the bids and create the Who will open the bids and create the certified bid tab?certified bid tab?

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The RFP PlanningThe RFP Planning

Who will manage the evaluation Who will manage the evaluation process?process?

Who will document the evaluation Who will document the evaluation process?process?

Who will develop the criteria for the Who will develop the criteria for the evaluation?evaluation?

Who will write the instructions for the Who will write the instructions for the evaluators?evaluators?

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RFP PlanningRFP Planning Final elementsFinal elements

Internal approvalsInternal approvals External approvalsExternal approvals

Office For Technology & Division of the BudgetOffice For Technology & Division of the Budget Civil ServiceCivil Service Attorney GeneralAttorney General Office of the State ComptrollerOffice of the State Comptroller

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RFP PlanningRFP Planning ImplementationImplementation

Monitor and Manage the ContractMonitor and Manage the Contract Renewals and AmendmentsRenewals and Amendments Re-procure in a timely mannerRe-procure in a timely manner

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Planning will facilitate the processPlanning will facilitate the process Provide a guideline so that all tasks are not Provide a guideline so that all tasks are not

only completed but completed in a timely only completed but completed in a timely fashionfashion

Keep participants on schedule and aware of Keep participants on schedule and aware of developments in the processdevelopments in the process

All of this will lead to a successful procurement!All of this will lead to a successful procurement!

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A few key thoughtsA few key thoughts

Evaluations

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Evaluations in a nutshellEvaluations in a nutshell Steps to developing an evaluation Steps to developing an evaluation

that worksthat works:: Develop instructions for evaluation teamDevelop instructions for evaluation team Set the cost/ technical ratioSet the cost/ technical ratio Pick the cost formula you will usePick the cost formula you will use Determine the minimum passing technical Determine the minimum passing technical

score, if anyscore, if any Determine distribution of points among criteriaDetermine distribution of points among criteria Create key for assigning points within criteriaCreate key for assigning points within criteria

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Develop instructions for the Develop instructions for the evaluation teamevaluation team

Instructions mustInstructions must Define decision parameters and explain Define decision parameters and explain

expectationsexpectations Explain the rules of the road for the Explain the rules of the road for the

processprocess Identify problems that might develop and Identify problems that might develop and

provide guidance for resolution or identify provide guidance for resolution or identify the person who can resolve the issuethe person who can resolve the issue

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Provide guidelines for Provide guidelines for the technical teamthe technical team

Individual review of proposals and Individual review of proposals and scoringscoring

Consensus rounds, if anyConsensus rounds, if any Clarification of proposalsClarification of proposals

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Provide guidelines for the Provide guidelines for the cost evaluationcost evaluation

Identify the formula to be usedIdentify the formula to be used Choose weights to be used within the Choose weights to be used within the

cost evaluation (if any)cost evaluation (if any) Assure that the cost forms in the RFP Assure that the cost forms in the RFP

capture the elements needed to capture the elements needed to successfullysuccessfully

evaluate all the costs of the project.evaluate all the costs of the project.

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Set the cost/technical ratioSet the cost/technical ratio This can be critical to a successful This can be critical to a successful

procurement.procurement. Will vary widely from procurement to Will vary widely from procurement to

procurementprocurement If cost is less than 20%, you will be If cost is less than 20%, you will be asked to defend the choiceasked to defend the choice

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Pick the cost formula you Pick the cost formula you will usewill use

OSC has a formula and the Procurement OSC has a formula and the Procurement Council has a formula.Council has a formula.

If you have another formula you would like If you have another formula you would like to use, explain it to us firstto use, explain it to us first

Understand the formulae and how they Understand the formulae and how they workwork

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Determine the minimum Determine the minimum passing technical score, if passing technical score, if

anyany

This can be a good tool for assuring your This can be a good tool for assuring your vendor can do the work; but, it can leave vendor can do the work; but, it can leave you with no vendors who qualify for awardyou with no vendors who qualify for award

If you do determine a minimum passing If you do determine a minimum passing score, be prepared to explain your choice.score, be prepared to explain your choice.

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Determine distribution of Determine distribution of points among criteriapoints among criteria

Cost elements can be subdivided and Cost elements can be subdivided and given weights with the cost pointsgiven weights with the cost points

Technical elements such as interviews Technical elements such as interviews and product demonstrations can given and product demonstrations can given points or can be used to re-score the points or can be used to re-score the original criteria.original criteria.

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Create key for assigning Create key for assigning points within criteriapoints within criteria

Require evaluators to use whole numbers Require evaluators to use whole numbers or allow for decimalsor allow for decimals

Permit zero to be usedPermit zero to be used Define each number in scaleDefine each number in scale

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Final ThoughtsFinal Thoughts A successful evaluation procures A successful evaluation procures

what is needed at the best price what is needed at the best price possible.possible.

Vendors are treated fairly.Vendors are treated fairly. Participants feel that they have Participants feel that they have

contributed to organization.contributed to organization.

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Developing Evaluation Developing Evaluation CriteriaCriteria

A key function of an RFPA key function of an RFP

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Review your RFP, Statement of work Review your RFP, Statement of work or project definitions.or project definitions.

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Developing Evaluation Criteria Developing Evaluation Criteria Requirements to be scored must be Requirements to be scored must be

clearly stated in the RFP. clearly stated in the RFP.

Choose elements to score that are Choose elements to score that are important to the results that you are important to the results that you are seeking.seeking.

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Requirements should be relevant and Requirements should be relevant and definitive in nature. definitive in nature.

Be sure that what you are asking for Be sure that what you are asking for is what you need.is what you need.

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Ask for what you need, not Ask for what you need, not representative measures.representative measures.

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Be sure the requirements are clearly Be sure the requirements are clearly stated.stated.

“I know you think you understood “I know you think you understood what I said, but what you heard is what I said, but what you heard is

not what I meant”not what I meant”

Fritz PerlsFritz Perls

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Requirements should allow for Requirements should allow for innovative responses, and should be innovative responses, and should be broad enough to encompass all broad enough to encompass all potential vendors.potential vendors.

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Be specific, a BA in history, not Be specific, a BA in history, not significant post high school education significant post high school education in relevant field of study.in relevant field of study.

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If some requirements are particularly If some requirements are particularly important, you may wish to disclose important, you may wish to disclose this information to the vendors in the this information to the vendors in the RFP.RFP.

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Requirements must be measurable.Requirements must be measurable.

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Clearly state all mandatory Clearly state all mandatory requirements.requirements.

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Make sure your advertisement in the Make sure your advertisement in the Contract Reporter is not more Contract Reporter is not more restrictive than your RFP.restrictive than your RFP.

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Be sure the qualification is really Be sure the qualification is really mandatory for the performance of mandatory for the performance of the effort and can be defended if the effort and can be defended if challenged.challenged.

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Mandatory requirements must be Mandatory requirements must be pass/fail.pass/fail.

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Mandatory requirements Mandatory requirements maymay be be further scored based on exceeding further scored based on exceeding minimum thresholds.minimum thresholds.

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Develop Evaluation Criteria with that Develop Evaluation Criteria with that will differentiate between good will differentiate between good vendors and the best vendor for the vendors and the best vendor for the task.task.

Make sure your Criteria are clear and Make sure your Criteria are clear and definitive.definitive.

Consider the possible impacts of Consider the possible impacts of Mandatory Requirements.Mandatory Requirements.

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