1 / 11

Building Procurement Fitness

Building Procurement Fitness. Building Procurement Fitness. HERDING RATS OR HANDLING COMPLEX CONTRACTS FROM RFP TO AWARD. FRAN FINCH. PURPOSE .

alaric
Download Presentation

Building Procurement Fitness

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Building Procurement Fitness Building Procurement Fitness HERDING RATS OR HANDLING COMPLEX CONTRACTS FROM RFP TO AWARD FRAN FINCH

  2. PURPOSE The purpose of this class is to give the participants a process to use in the development and issuance of a Request for Proposal, evaluation of offerors proposals, and award of the contract. Class will be a combination of lecture and practical exercises. Primary emphasis on development of Statement of Need, criteria needed for evaluation of price/cost, and development of the notice of Contract Award for your clients/customers. Building Procurement Fitness

  3. GUIDING FACTORS AUTHORITY VIRGINIA PUBLIC PROCURMENT ACT OF THE CODE OF VIRGINIA nArticle 2, Contract Formation and Administration n Section 2.2-4303 Methods of procurement n Section 2.2-4301 Definitions Building Procurement Fitness

  4. GUIDING FACTORSAGENCY PROCURMENT AND SURPLUS PROPERTY MANUAL nPREPARATION AND ISSUANCE OF RFP n Written determination in advance by public body that competitive sealed bidding is either not practicable or not fiscally advantageous to the body. Signed by agency head. Gather information who, what, where, when, how, other Describe in general terms what is needed List specific requirement for evaluation, contract terms and award Keep mandatory requirements at a minimum, shall and must indicate mandatory, while should and may are permissive Building Procurement Fitness

  5. AGENCY PROCURMENT AND SURPLUS PROPERTY MANUAL If possible select team before completion of RFP so they can give their input into the development and the process Have potential contract users give their input Understand the difference between contractor and offeror Swam participation Site visits or proposal conferences Set due date and time Issue to potential vendors Public Posting & Advertising- VBO and newspaper Building Procurement Fitness

  6. AGENCY PROCURMENT AND SURPLUS PROPERTY MANUAL SEALED PROPOSALS – RECEIPT AND EVALUATION Public opening is not required, if public opening held only names of individuals or the names of the firms submitting timely proposals are read aloud Evaluation generally by the team Team should be given written instruction and made to sign a statement certifying they do not have a conflict of interest Evaluation done on the basis of criteria set forth in the RFP Initial evaluation and scoring by team members should be conducted without consultation with other member of the team subsequent evaluations may be done with consultation may request information the offeror failed to submit with proposal, give time frame for submission of missing info May hold oral presentations Select two or more offerors for negotiations Building Procurement Fitness

  7. AGENCY PROCURMENT AND SURPLUS PROPERTY MANUAL NEGOTIATION Negotiate with offerors selected may be conduct in person, via phone, or email Offer and counter offers may be made many times Negotiation allow for modifying the proposal, terms, conditions, and prices BAFO if included - can no longer negotiated after request for BAFO Select offerors for award - offeror selected must have the best score as reflected by the score sheets which are part of the contract file Building Procurement Fitness

  8. AGENCY PROCURMENT AND SURPLUS PROPERTY MANUAL AWARD Post Notice of Award of Notice of Intent to Award Public inspection of records Award Document shall incorporate by reference, the RFP, terms and conditions, contractor's proposal and written modifications to the proposal Prepare and distribute Notice of Contract Award for use by your customers, this is different than the Award Document. Assign contract administrator if not the Contract Officer Administer the contract Building Procurement Fitness

  9. ELEMENTS OF THE RFP TABLE OF CONTENT PURPOSE BACKGROUND STATEMENT OF NEEDS (VERY IMPORTANT- THIS IS WHAT THE CONTRACTOR WILL BE REQUIRED TO DO IF AWARDED THE CONTRACT) PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS GENERAL SPECIFIC EVALUATION AND AWARD CRITERIA REPORTING AND DELIVERY INSTRUCTIONS PREPROPOSAL CONFERENCE GENERAL TERMS AND CONDITIONS SPECIAL TERMS AND CODTITIONS METHOD OF PAYMENT PRICING SCHEDULE ATTACHEMNTS VENDOR DATA SHEET SWAM REPORTS, OTHER REPORT FORMATS (VOLUMN REPORTS) POTENTIAL CONTRACT USERS OR LOCATIONS INDUSTRY STANDARDS, STATE STANDARDS, DRAWING OTHER Building Procurement Fitness

  10. ELEMENTS OF THE RFP COVER PAGE ISSUE DATE RFP NUMBER COMMODITY CODE/S ISSUING AGENCY AUTHORIZED USERS PERIOD OF THE CONTRACT (# of renewal if any) RFP RECEIPT DATE AND TIME RFP OPEN DATE AND TIME CONTACT INFOMATION WHERE PROPOSALS ARE TO BE DELIVERY OFFEROR INFO, NAME, ADDRESS, DATE, PHONE, FAX, EMAIL, FIN & DUNS #. SIGNED BY SOMEONE WITH THE AUTHORITY TO BIND THE COMPANY. NOTICE OF NON DISCIRMINATION AGAINST FAITH-BASES ORGINIZATIONS Building Procurement Fitness

  11. ELEMENTS OF NOTICE OF CONTRACT AWARD FOR CONTRACT USERS COVER PAGE DATE CONTRACT NAME CONTRACT NUMBER CONTRACT PERIOD AUTHORIZED USERS CONTRACTOR INFORMATION NAME ADDRESS PHONE FAX EMAIL CONTACT PERSON FIN & DUNS # TERMS DELIVERY MINIMUM ORDER CONTRACT OFFICER OR ADMINISTRATOR INFOMATION GENERAL INSTRUCTIONS TERMS AND CONDITIONS PRICING SCHEDULE OTHER ATTACHEMENTS Building Procurement Fitness

More Related