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Introduction

Introduction. 2. Writing the RFP – Process and Procedure. Process and Procedure: Request for Proposals (RFPs). Process and Procedure. Program Design and Delivery. Two Sides of RFP. The Two Sides of an RFP. What is it?. The Two Sides of an RFP.

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Introduction

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Presentation Transcript

  1. Introduction 2. Writing the RFP – Process and Procedure Process and Procedure: Request for Proposals (RFPs)

  2. Process and Procedure Program Design and Delivery Two Sides of RFP The Two Sides of an RFP

  3. What is it? The Two Sides of an RFP • How, when, and where responses should be sent • Defines contracting terms and conditions • Boilerplate language

  4. Eligible Bidders Submission and Format Instructions Budget Instructions Terms and Conditions Attachments Appendices Parts What is Process and Procedure? • RFP Process and Timeline • Contact Person(s) • Program Period and Funding Levels • Program Management Requirements • Q & A Process/Bidders’ Conference

  5. Contact Person Contact Person • Identify person at funding agency • Include: Name: Address: Phone: ( )- Fax: ( ) - Email: Preferred method of contact:

  6. Timeline RFP Process and Timeline Outlines the timeline for the submission process and for award notification

  7. Timeline Time is of the Essence The process of preparing, releasing, reviewing, and evaluating the RFP can take up to 10 months.

  8. A Sample Timeline: Timeline Preparing and Releasing the RFP

  9. A Sample Timeline: Timeline Post-Release

  10. A Sample Timeline: Timeline Reviewing, Evaluating and Contracting

  11. Writing Time to Write the RFP!

  12. Funding Program Period and Funding Levels Outlines…. • Amountand distribution of available funds • Start and end date of funding period • Any contingencies attached to funding

  13. Management Requirements Program Management Fiscal and administrative operations and reporting requirements

  14. Management Requirements Program Management You should include details about your expectations for the following: • Management information systems (either the specs or the specific system) • Who is responsible for data entry • Mandatory reporting requirements • Data collection methods • Record keeping requirements • Allowable subcontracts • Contract monitoring and evaluation processes

  15. Eligible Bidders • Provides a list ofeligible service providers and/or the criteria that make service providers eligible to apply • Includes information on lead agencies and subcontractors if applicable • Lists specific organizational requirements

  16. Bidders’ Conference What is it? • Meeting to answer questions about the RFP • Often mandatory for bidders • Can be held more than once

  17. Bidders’ Conference Bidders’ Conference and Q&A Include in the RFP: • Location, date, time; whether attendance is mandatory • Process and deadline for question submission • How questions will be answered (website, e-mail, handouts at meeting etc.)

  18. Bidders’ Conference Bidders’ Conference Do’s… Do… • Have everyone provide name and contact information when they sign in • Stick to the topic of the RFP • Permit follow-up questions and keep a record of them • Summarize questions and responses in a report and distribute them to attendees or post on a website.

  19. Bidders’ Conference And Don’ts… Don’t… • Show any favoritism in responding to questions • Socialize with any of the potential vendors • Hide potential conflicts of interest

  20. Format and Submission Format and Submission Instructions Specifies • what the proposal should look like (format) • how it should be turned in (submission)

  21. Format Format Instructions • Single or double spaced? • Spacing of tables • Font size • Margins • Page limits, including what is excluded from page limits • Stapled or not?

  22. Submission Submission Instructions • Hard copy? If yes, how many? • Email? • CD-ROM? • Due date AND time • Arrive by or postmarked by?

  23. Budget Instructions • Provides detailed information for bidders to develop project budget • Includes: • A how-to guide to develop a budget • Allowable and unallowable costs • Budget forms

  24. Terms and Conditions Explains contractual obligations, regulatory compliance issues, and operations standards

  25. Attachments Attachments Contains any required forms: • Signature page • Budget forms • Proposal checklist • Program planning form • Letters of commitment

  26. Appendices Appendices Includes additional information for bidders: • Reference materials • Sample contract • Definitions of terms/glossary

  27. A) Data collection methods B) Contract monitoring processes C) Bidders' conference D) Attachments E) Program design Submit Quiz Quiz: Program management requirements in the RFP include information about: Correct! Management requirements include fiscal, administrative, and reporting requirements.Click anywhere to continue. Try again

  28. Advance to Next Lesson Return to Focused Futures website Return to Focused Futures website Last Slide

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