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eRFP NASPO Demonstration

eRFP NASPO Demonstration. June 14, 2010. What is eRFP?. Proposal evaluation system Automates RFP evaluations Automates source selection process for various contract types Provides quality evaluations, complete and traceable documents and timely contract award decisions

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eRFP NASPO Demonstration

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  1. eRFP NASPODemonstration June 14, 2010

  2. What is eRFP? • Proposal evaluation system • Automates RFP evaluations • Automates source selection process for various contract types • Provides quality evaluations, complete and traceable documents and timely contract award decisions • Enables evaluators to reduce or eliminate travel

  3. Background • Desire for improvements to current Request For Proposal (RFP) process • Evaluations manual • Cumbersome, paper generating system • Labor intensive • Uneven and inconsistent results • Numerous spreadsheets and documents maintained in various locations • Supplier Relationship Management (SRM) does not allow collection or separate opening of Disadvantaged Business (DB), cost and technical proposals • More effective and efficient RFP solution needed • Establish an RFP system which: • Tracks progress of each evaluator • Captures each evaluator’s comments • Identifies strengths and weaknesses for each proposal • Allows proposals to be scored objectively • Produces detailed reports to assist in decision making process

  4. Background • Department of General Services (DGS), Bureau of Procurement (BOP) investigated an automated process to provide: • Improved cycle time and accuracy of scoring • Standard method of evaluation • Central repository for proposals • Defendable reporting

  5. Sysoft eRFP Software • Enables evaluators to score more efficiently via web • Provides group decision support system for RFP evaluation • Guides evaluators through an organized set of online forms • Provides secure entry point for Bureau of Minority and Women Business Opportunities (BMWBO) • Next Generation • Receipt of proposals online • Enable suppliers to submit technical proposals online • Bid Management Module for more complex RFPs

  6. Software Requirements • Configurable • Convert paper into electronic • Standardize methods • Evaluate electronically • Traceability • Scoring analysis reports • Standard documents track evaluator progress • Defensible reports

  7. RFP Flow Chart Comparison

  8. eRFP Demo Slides • The next few slides contain screenshots of actual eRFP process • Evaluator Executive Report • Evaluator comments • Evaluator Scoring Progress Report • Entering Cost and DB • Summary Score Report

  9. Written Proposal Eval. Exec. Report • Report used for evaluation committee meetings • Shows all scores and criteria for the team • Hyperlink shows question, evaluator & score

  10. Evaluator Comments

  11. Evaluator Scoring Progress

  12. Cost and DB Scores

  13. Summary Score Report • Run Summary Score Report to see supplier ranks • No need to complete Scoring sheets as long as you use eRFP for your evaluation

  14. Flexibility of System • Flexibility of evaluation scoring process • Adjectives • Colors • Scoring based 1-100 • Scoring based 1-10, etc • Cost models

  15. Advantages • Commodity Specialists (CS) • Easily identify and justify selection of “best qualified” proposal • Detailed summary report used to develop short list • Final evaluation report • Documents evaluation process from project set-up to final award recommendation • Reduce time, cost and subjectiveness of evaluations • Captures all notes generated during evaluation process • Provide complete audit trail • Eliminate paper intensive processes • CS tracks progress of each evaluator • Compare evaluator scores for discrepancies, inconsistencies and partiality

  16. Advantages (cont.) • Evaluators • Evaluators use on-line forms with pre-defined evaluation criteria • Evaluators access electronic version of RFP • Evaluators record comments for each evaluation criteria • Evaluators have no knowledge of scoring formulas • Objective evaluation process • Increase evaluator efficiency • Trained and supported by CS

  17. More Advantages EXTENSIVE REPORTING CAPABILITIES • Allows administrator or CS to view reports at anytime • shortlist vendors • add caucus/agency comments • generate extensive sets of printed detailed and/or executive summary reports • Compilation of comments from evaluators in a structured way • Administrator or CS can change evaluation model • Ease of edit ability of scores and comments • Instantaneous report generation • Improved productivity

  18. eRFP Pricing • Standard pricing rates • License for State Central Procurement Agency: $76,530Support:  $12,244 per year • Additional State Agencies: One time eRFP Proposal Evaluation Additional Enterprise Agencies License  Fee:  $5,000 to $10,000Annual Support Fee:  $1,200 to $2,200 • Outside states will be able to piggyback off other contracts including that of Commonwealth of PA

  19. Conclusion Questions?

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