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Intro

Intro. Guidelines for a Successful RFP. Kim Folks – Tampa Electric. Stella Pulliam – Sempra Utilities. Matt Reeves – FirsTech. Lyle Wolinsky – Global Express. Overview. Request for Proposal (RFP) Process. Lifeline of RFP Procedures. Request for Information (RFI).

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Intro

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Presentation Transcript

  1. Intro Guidelines for a Successful RFP Kim Folks – Tampa Electric Stella Pulliam – Sempra Utilities Matt Reeves – FirsTech Lyle Wolinsky – Global Express

  2. Overview Request for Proposal (RFP) Process Lifeline of RFP Procedures Request for Information (RFI) RFP – Notification of Bidding Process RFP – General Requirements and Questions Vendor Presentation Response Evaluation Process Award The Request for Proposal Process

  3. RFP Lifeline Lifeline of Request for Proposal (RFP) Procedure Notification of Request for Proposal (RFP) Issue the Request for Information (RFI) Issue the Request for Proposal (RFP) Questions Vendor presentation Evaluate Request for Proposal (RFP) Award The Request for Proposal Process

  4. Notification Notification of the Bidding Process Include background information of utility Market presence Present capabilities Include scope of work Include estimated time line of events to occur Include response document to be returned from vendor Requirements and due dates (3-4 weeks response time) The Request for Proposal Process

  5. RFI Request for Information (RFI) - Optional What? When? Why? Contents Confidentiality notice Background information of utility Market presence Present capabilities Objective of RFI Scope of work (High level questionnaire) Estimated timeline for RFI, RFP, evaluation process Requirements and response guidelines for vendor (with due dates - 3 to 4 weeks) The Request for Proposal Process

  6. Requirements General Requirements and Questions Utility Introduction and Background Scope of Work Terms and Conditions Service Level Agreement (SLA) Vendor Background Vendor Response Guidelines The Request for Proposal Process

  7. UtilityBackground Utility Introduction and Background Utility Description Name Location Customer Base Major Lines of Business Utility Footprint Reason for Issuing RFP The Request for Proposal Process

  8. Scope of Work RFP – Scope of Work Detailed description of tasks/services how the Utility wants to process the work. The Utility may also include any enhancements to the current process. Operational Standards (i.e. agent network) Risk Management Regulatory Requirements Data & Cash Management Flow Security Technical Specifications The Request for Proposal Process

  9. Terms & Conditions RFP – Terms and Conditions Definitions/Clarifications/Exceptions Services to be included Termination Insurance Invoicing Annual audited report or financial statements Legal Information/Requirements Business Classification Union Labor Request for M/WBE plan Federal/State Requirements Language Safety Auditing/Compliance Requirements Validation of RFP documentation and pricing Exclusivity? Utility and Agent Contracts The Request for Proposal Process

  10. Service Level Agreement RFP – Service Level Agreement (SLA) Mutually agreed upon measurement of performance Originate from Scope of Work SLA’s should cover all aspects of the vendor services Payment Data Risk Assessment Account Management Disaster Recovery Customer Service Scorecard or matrix provided by vendor Resolution The Request for Proposal Process

  11. VendorBackground RFP – Assessing the Vendor Identity What utilities need to know about perspective vendors Financial Statements Audits of State/Federal Licenses Patriot Act & Anti-Money Laundering Compliance Bonded & Insured? Copy of Business License Disaster Recovery and Business Continuity The Request for Proposal Process

  12. Vendor Response Guidelines RFP – Vendor Response Guidelines Company representatives - questions Cost liability Consideration of proposals Proposal property News release Confidentiality notice Dates and deadlines Submittal instructions Format for vendor response RFP proposal conditions The Request for Proposal Process

  13. Vendor Response Guidelines RFP – Vendor Exclusivity Contract with Agents If vendor will recruit and obtain pay agents obtain a copy of the contract that will be signed by those agents Ensure the vendor’s agent contract is not exclusive A vendor’s exclusive agent contract locks in those agents to the “vendor”. If you are unhappy with the vendor and want to select another vendor, those agents will not be able to be used if they have signed an exclusive contract with the vendor. Consider adding verbiage that would ensure no exclusivity with the vendor and agent. The Request for Proposal Process

  14. Evaluation Response Evaluation Process Identifying the Key Biller Criteria Developing Evaluation Scorecard RFP Guidelines The Request for Proposal Process

  15. Vendor Presentation Vendor Presentation – Narrowing your options to a short list Scorecard – Measuring the quality of response. * Provided by NACHA The Request for Proposal Process

  16. Vendor Presentation The Request for Proposal Process

  17. Award Congratulations! It’s time to meet your new partner. Contacting Winning Vendors Notification to Losing Vendors Contract Negotiations The Request for Proposal Process

  18. Questions/Contacts Matt Reeves FirsTech, Inc. Kim Folks Lyle Wolinsky Tampa Electric Stella Pulliam Global Express Sempra Utilities The RFP committee The Request for Proposal Process

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