Efficient RFP Process for Contracting Services

1. Facility Operations Contracting Support… Request for Proposals Presenter: Mike Urquhart, CFM Chief, Facility Operations Department of General Services County of San Diego September 11, 2013

2. Request for Proposals (Contracting Process) • Why We Use It…Key Elements • The RFP process is a powerful/flexible technique for obtaining contracted services • Allows the County to negotiate both price and performance before entering into a contract • Contract is awarded on the basis of best value vs. than lowest price • RFP is a carefully governed but subjective selection process • Determination of best value is based on: • predetermined Statement of Work • predetermined set of Evaluation and Selection criteria • separation of the Technical and Price evaluations • Interaction/Coordination of a group of individuals within the Source Selection Committee (SSC) • Purchasing Contracting Officers(PCOs)

3. Request for Proposals (Contracting Process) • Basic RFP Process…Includes – • Developing an appropriate Statement of Work and proposal Evaluation Criteria • Key: RFP SOW is performance/outcome based – Does not include a “Definitive Specification” • Evaluation Criteria is Critical – Facilitates subjective evaluations against a fixed standard • Developing, Advertising and Issuing the RFP • Stipulating RFP Submittal Format is Essential • RFP normally advertised/Issued via the County BuyNet system • Internet based system/Tailored notification criteria • Conduct Pre-proposal/Bid Meeting • Normally conducted 14 days after the RFP issued

4. Request for Proposals (Contracting Process) • Basic RFP Process…Continued – • Prior to receiving Proposals • Developof an evaluation matrix reflecting the evaluation criteria as stated in the RFP • Select the members of the SSC to evaluate Technical proposals • Receiving and Evaluating Proposals • County DPC receives bids at designated closing time – Late proposals are not normally accepted • Proposal Packages are prepared for SSC Members for evaluation • Price proposals are withheld from technical portion of submissions • Determining a Technically Competitive Range • Upon consensus – SSC makes determination of what constitutes the Technically Acceptable Range (Competitive Range)

5. Request for Proposals (Contracting Process) • Basic RFP Process…Continued – • Evaluating Cost Proposals • Upon completion of Technical Evaluation – Cost Proposals are provided to SSC • Goal: to select the contractor whose proposal provides the best value to the County, "cost and other factors considered" • Negotiating and Contractor Selection • SSC, via the PCO, has the option to initiate negotiations with one or more vendors to suggest modifications in the work plans • Additionally - invitation can now be made for "best and final offer" (BAFO) from each of the finalists in the selection process. • Finally…SSC makes a determination as to which proposal, as modified through the "best and final offers," represents the best expenditure of County funds