Utah Valley University Request for Proposals

1. Procurement Training Utah Valley UniversityRequest for Proposals

2. Request for Proposal: The document used to solicit proposals from potential providers for goods and services (Offerors). Price is usually not a primary evaluation factor. Provides for the negotiation of all terms, including price prior to contract award. May include a provision for the negotiation of Best and Final Offers. May be a single step or multi-step process. Definitions: From NIGP Online Dictionary 2

3. Purchasing determines the need for the solicitation of sealed proposals versus sealed bids. The following criteria are used when determining whether the RFP process should be used. Specifications or needs of the department cannot be clearly defined. The department has defined a need and requests proposals for the best method for accomplishing it. Cost is only one criterion in determining the award and needs to be weighed against other factors in determining the best value. RFP Guidelines 3

4. If an RFP is determined to be the best procurement method, a committee should be formed to develop the RFP document and rate the vendor proposals. Each committee member should take an active role in the process. One person should be appointed committee chair. The chair will be the individual that communicates with Purchasing. RFP Committee 4

5. The template should be filled out by the committee. Only fill in the areas highlighted in yellow and Section 3. Do not fill in the areas highlighted in green. If you would like to make changes to any other section of the RFP, please use track changes or notify the Purchasing Agent. Filling out the RFP template 5

6. Title Page Give your RFP a title. Your title should be simple, but descriptive. Filling out the RFP template 6

7. Table of Contents Complete this section after completing Section 3. Filling out the RFP template 7

8. Section 1 The purpose of this section is to provide a "summary" of pertinent information, so a firm can look at this section and decide if they want to consider this RFP or not. More detailed specifications will be written into Section 3. A brief description of the product/service should be inserted into the first highlighted area in the first paragraph. Select either “product” or “service” for the second highlighted area. Filling out the RFP template 8

9. Section 2 Please review the items in Section 2, but do not make any changes. If a particular paragraph isn't needed, in your opinion, just let us know, and we can delete it. (e.g., you may not want a pre-proposal conference). Choose a desired Due Date. Keep in mind that if the estimated cost for the requested product/service is over $30,000 that the RFP must be out for a minimum of two (2) full weeks. Do not fill in the Due Date. Decide if you want a pre-proposal conference. Do not fill in the Conference date, time or location. If you do want a pre-proposal conference, work with Procurement Services to decide on a date, time, and location. Filling out the RFP template 9

10. Section 3 Please follow the format in section 2 as much as possible, having main topic headings at the beginning of each paragraph and a separate numbered paragraph for each subject. The outline of Section 3 should appear as follows: 3.01. Topic Heading. Detailed Information regarding the topic. A. This is level 2 i. This is level 3 Filling out the RFP template 10

11. Section 3 The purpose of this section is to define clearly, concisely, and completely the product/service that is needed. This section of the RFP is very important. If appropriately done, it will produce responsive proposals and ease the task of managing the project/contract. This section needs to include an accurate and detailed description of the essential and technical requirements the firm must meet. Vague references, such as “prepared to our satisfaction” or “in a timely manner,” are not acceptable. The language should be free from ambiguity and redundancy. Filling out the RFP template 11

12. Section 3 It is common for this section to begin with a summary outlining our needs. Specifications that are optional should be clearly noted as optional. In short, this section includes: What the firm is expected to do What UVU agrees to do Instructions to the firms The specifications that will form the basis for the contract. Include such details as: Services or work to be performed Timeline for completion of work How and where work is to be performed Procedures to be followed Safety and liability issues Any specific requirements Any limitations Filling out the RFP template 12

13. Table of Contents Fill in the title at the top of the page. Fill in the highlighted area of the Table of Contents with the Topic Headings used in Section 3. Filling out the RFP template 13

14. Section 4 No changes should be made to this section. Filling out the RFP template 14

15. Section 5 Decide on the criteria that will be used to rate the proposals we receive. You should have a minimum of 3 criteria (including cost). A good “catch all” phrase is ‘Ability to meet all terms, conditions and specifications in this RFP.’ Some commonly used criteria are references and experience. Filling out the RFP template 15

16. Section 6 Use this section to create a pricing sheet that vendors will be required to fill out and return. Providing vendors with a structured cost proposal sheet makes the evaluation phase easier. If you have questions regarding this section, please ask Brandon Thomas. Do not fill in the Cost Proposal Summary. Filling out the RFP template 16

17. Section 6 Filling out the RFP template 17

18. Appendices No changes should be made to the appendices. If you have additional documentation that needs to be sent with the RFP, it can be added as an appendix or as part of Section 3. Filling out the RFP template 18

19. Once you have filled in the yellow sections, save using the following naming convention: “UVU RFP – [RFP Title]” and email it to Brandon Thomas (thomasbr@uvu.edu) in Procurement Services for review. Your email should include the answers to the following questions: Do you want a Pre-Proposal Conference? If so, when and where will it be held? What is your desired Due Date? Keep in mind that if the estimated cost for the requested product/service is over $30,000, the RFP must be out for a minimum of two (2) full weeks. Filling out the RFP 19

20. A requisition should be completed prior to the RFP process. This will ensure that funding is available for the project. If a requisition cannot be created prior to the RFP process, a requisition will need to be created prior to the RFP being awarded and a PO being made. Creating a requisition at the beginning of the RFP process using an estimated amount is encouraged to expedite the award process following the evaluation period. Requisition 20

21. Once the RFP document review process is completed, the document is sent out to vendors and posted on BidSync. If the department has vendors they want included in the process, they need to inform the buyer during the RFP review process. Releasing Solicitation 21

22. The committee should meet with the Purchasing Agent. The Purchasing Agent reviews the evaluation process and presents proposals that he/she feels should not be considered. Each committee member evaluates each proposal individually and provides ratings and comments. Evaluation Process 22

23. The committee should meet again to discuss findings Each committee member completes their rating sheet and returns it to Purchasing Purchasing reviews the ratings and creates a summary Purchasing presents the results to the committee chair Vendor with the highest score wins Evaluation Process 23

24. If necessary, presentations/demonstrations can be arranged. Evaluation process may include multiple steps. Committee members are committed to the entire process and must be present at all meetings, presentations, and demonstrations. Evaluation Process 24

25. www.uvu.edu/procurement Tips and FAQs Step-by-step instructions Written instructions Online interactive simulations Policies and Procedures Procurement Training Where can I find more info? 25

26. Procurement ServicesHere to Serve You 26