1. The RFP Process 2004 DPS Forum Ron King, CPPB, CPPO, VCO DPS Account Executive 804.786.0394 [email_address]

2.

Lets put the pieces together!

Overview 3.

Differences between the IFB & RFP.

Let your imagination take flight!

Overview 4.

Elements of a good specification

• Identifies a minimum requirement

• Allows for maximum competition

• Identifies test methods to be used to verify compliance with the requirement

• Contributes to obtaining best value at lowest cost using a fair, equitable, and transparent contract award process

The RFP Process 5.

Which vendors should receive a copy of the RFP?

• Lets list some of the points that need to be considered.

The RFP Process 6.

Where can we find vendors?

The RFP Process 7.

Should competition ever be limited?

If so, when?

The RFP Process 8.

Divide into groups of 6 - 7, and list what should be included in the Instructions for Proposal Submittal section of the RFP.

• Select a spokesperson to present your groups list.

Developing the RFP Document 9.

Appropriate Use of Words

• Shall/Must-- expresses a requirement

• Should/May-- expresses non-mandatory provisions

Developing the RFP Document 10.

Lets make sure we understand now!

• The Contractor ___________ provide additional training to Agency employees. (This is an optional provision.)

• The Contractor ___________ complete all work by Dec. 31. (This is a mandatory provision.)

• The Contractor ___________ work weekends. (This is an optional for the vendor.)

Developing the RFP Document should/may shall/must should/may 11.

Read How Specs Live Forever

• Do you have any related experiences to share?

Developing the RFP Document 12.

What are some issues that need to be considered in the handling of proposals?

Lets list them.

The Proposal Handling Process 13.

The evaluation committee

• What specialists may be needed?

• What are the committees functions?

• What is the Purchasing representatives role?

The Evaluation Process & Selection 14.

Evaluation Committee Code of Conduct

• Commitment of judgment and time

• Objective & fair

• Representing their entity

• Confidentiality until its a matter of public record

• Courteous & professional

The Evaluation Process & Selection 15. The Evaluation Process & Selection

Review of Committee Instructions handout

16.

Minor irregularities may be waived.

What are some things that are considered minor irregularities?

The Evaluation Process & Selection 17.

• Highest Numerical Score

• • Averaged or Consensus

• Air Force Color System

• Adjective Ratings

Evaluation Methodologies 18.

Total Cost of Ownership

• Is the apparent low price really the lowest price?

Evaluation Methodologies 19.

Negotiation Team

• Divide into teams of 5 - 7.On one sheet, list the job titles of those youd want on your team for a conference facility contract.

• On a second sheet, list the individual qualifications and qualities these people should have.

Contract Negotiations 20.

Lets discuss some negotiation tips!

Contract Negotiations 21.

What do you think are some qualities of a good negotiator?

Contract Negotiations 22.

Listening Awareness Inventory

• Take a few minutes and take this assessment

Then, lets review scores.

What are your strengths/weaknesses as a listener?

How can enhanced listening skills improve communication and negotiation skills?

Contract Negotiations 23.

Then, lets review scores.

• 36 - 40Outstanding listener

• 30 - 35Good listener--put more effort into attention and suspending judgment

• 26 - 29Need work.Whats the payoff for improving?

• 0 - 25Ask if you were really serious about taking this test.What could you gain by improving your listening skills?

Contract Negotiations 24.

What are your strengths/weaknesses as a listener?

How can enhanced listening skills improve communication and negotiation skills?

Contract Negotiations 25.

International Negotiations Special Considerations

Contract Negotiations 26.

General Interpretation of a Contract

• Parole Evidence Rule

• Plain Meaning Rule

Contract Writing: Ts & Cs 27.

Drafting:Good Writing Rules

• Use the present tense

• Use the active voice

• Provide a remedy

• Use cross references

• Use plain language

• Do not vary the language

Contract Writing: Ts & Cs 28.

Confirm successful offeror

End user sign-off

Finance office/funding

Executive approval

Governing body/Board approvals

Award to successful offeror

Completing the RFP Process 29.

Releasing the Results

• Unsuccessful offerors

• Public at large

• Debriefing unsuccessful offerors

• Releasing information as required by law

Completing the RFP Process 30.

Completing the RFP File

• Award documents

• Contract administration material

• Evaluation documents

• Original RFP and addenda

• Planning documents

• Proposals received

Completing the RFP Process 31.

Dealing with Complaints & Protests

Completing the RFP Process 32.

Practical exercise time!

The RFP Process