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Direct Purchase of Service (DPS) Training

Learn about creating a Request for Proposal (RFP) to acquire services, including narrative writing tips, budget essentials, and deadline awareness.

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Direct Purchase of Service (DPS) Training

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  1. Direct Purchase of Service (DPS) Training Request For Proposal

  2. Presentation Objectives • Review Requirements of RFP • RFP Rating Criteria • Specific Areas of Concern • Narrative • Budget

  3. What is a Request for Proposal (RFP)? A Request for Proposal (RFP) is the process by which a corporate department or government agency prepares bid documents to acquire equipment or services. uslegal.com

  4. NMAC 9.2.18.9 Requires AAA’s to select service providers/vendors through a competitive bid process, which may include a multi-year RFP. • The last RFP process implemented by Non-Metro AAA was for the period 7/1/2008 – 6/30/2012. • Next RFP process will begin March 2012 for state fiscal years 2013 – 2017. NMAC = New Mexico Administrative Code

  5. The competitive bid process is designed to: • identify new interested service providers / vendors • encourage existing providers / vendors to deliver quality, cost effective and efficient services.

  6. Non-Metro AAA’s RFP • Introduction • Purpose • Scope of Work • Eligible Entities • Funding Availability • Payment Provision • Procurement Manager

  7. Non-Metro AAA’s RFP • Conditions Governing the Procurement Sequence of Events • General Requirements • Incurring Costs • Subcontractors • Applicant’s Right to Withdraw • Confidentiality of Proposals • RFP Cancellation

  8. Non-Metro AAA’s RFP • Appropriation Contingency • Right to Waive Minor Irregularities • Agency Rights • Ownership of Proposals

  9. Non-Metro AAA’s RFP • Proposal Response Format • Format & Mandatory Req. • Mandatory Requirements • Proposal Format • Proposal Narrative • Narrative Components • Statement of Need • Identifying & Prioritizing Clients/Targeting • Organizational Capability

  10. Non-Metro AAA’s RFP • Goals & Objectives • Budget • Review Process • Evaluation Factors/Rating Criteria • Closing Date • Notification of Outcome • Appeal Process

  11. RFP Rating • Total points 125 • Narrative 40 • Budgets 50 • Cost of Services 25 • Other Available Resources 10

  12. The Narrative: • Critical section • Should describe the who, what, when, where, how • Examples of specific topics • Process used to determine needs • Geographical area of service delivery • Description of population to be served: characteristics, conditions, risk factors of target population • Description of delivery sites, hours of operation

  13. The Narrative • Prioritizing Clients/Targeting • Procedures for receiving & processing requests for service(s) • Description of targeting methods: • greatest economic need • greatest social need • at-risk for institutional placement • limited English proficiency • living in rural areas or isolated

  14. The Narrative • Organizational Capability • Description of: • agency’s mission, goals & objectives • systems for networking, referrals, cooperative services, funding, in-kind support, etc. • securing other funding resources • business status in NM (NPO, LG) • History & familiarity providing services to targeted population NPO = Non-Profit Organization; LG = Local Government

  15. The Narrative • Helpful hints • Gather your data • Cut & paste the questions, sub questions, or topic areas and points assigned each section before the writing actually begins • Make it easy to review • Write in plain, properly punctuated English. Be clear and concise • Ensure the services described in the narrative match the service definitions

  16. Write as if the reviewer knows nothing about your agency or programs. • Answer the questions directly. • Walk the reviewer through the service process; the nuts & bolts. • The narrative and budget should match. Include budget info in text of the narrative. • Make it believable, achievable and measurable. • Direct, clear, and simple is best.

  17. The Budget • Essential Piece • Reasonable and calculated/estimated (as opposed to guessed) • Complete the budget forms • Keep the budget narrative succinct and to the point

  18. Pulling It All Together • Be aware of deadlines • Follow detailed instructions • Deliver exactly what is asked for • Regardless of the tasks you need to complete, start by developing a plan of work • Remember that the final deadline is final and the responsibility of meeting the final deadline is entirely yours

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