1 / 32

The RFP Process

The RFP Process. 2004 DPS Forum Ron King, CPPB, CPPO, VCO DPS Account Executive 804.786.0394 ron.king@dgs.virginia.gov. Overview. Let’s put the pieces together!. Overview. Differences between the IFB & RFP. Let your imagination take flight!. The RFP Process.

soren
Download Presentation

The RFP Process

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. The RFP Process 2004 DPS Forum Ron King, CPPB, CPPO, VCO DPS Account Executive 804.786.0394 ron.king@dgs.virginia.gov

  2. Overview • Let’s put the pieces together!

  3. Overview • Differences between the IFB & RFP. • Let your imagination take flight!

  4. The RFP Process • Elements of a good specification • Identifies a minimum requirement • Allows for maximum competition • Identifies test methods to be used to verify compliance with the requirement • Contributes to obtaining best value at lowest cost using a fair, equitable, and transparent contract award process

  5. The RFP Process • Which vendors should receive a copy of the RFP? • Let’s list some of the points that need to be considered.

  6. The RFP Process • Where can we find vendors?

  7. The RFP Process • Should competition ever be limited? • If so, when?

  8. Developing the RFP Document • Divide into groups of 6 - 7, and list what should be included in the “Instructions for Proposal Submittal” section of the RFP. • Select a spokesperson to present your group’s list.

  9. Developing the RFP Document • Appropriate Use of Words • Shall/Must--expresses a requirement • Should/May--expresses non-mandatory provisions

  10. Developing the RFP Document • Let’s make sure we understand now! • The Contractor ___________ provide additional training to Agency employees. (This is an optional provision.) • The Contractor ___________ complete all work by Dec. 31. (This is a mandatory provision.) • The Contractor ___________ work weekends. (This is an optional for the vendor.) should/may shall/must should/may

  11. Developing the RFP Document • Read “How Specs Live Forever” • Do you have any related experiences to share?

  12. The Proposal Handling Process • What are some issues that need to be considered in the handling of proposals? • Let’s list them.

  13. The Evaluation Process & Selection • The evaluation committee • What specialists may be needed? • What are the committee’s functions? • What is the Purchasing representative’s role?

  14. The Evaluation Process & Selection • Evaluation Committee Code of Conduct • Commitment of judgment and time • Objective & fair • Representing their entity • Confidentiality until it’s a matter of public record • Courteous & professional

  15. The Evaluation Process & Selection • Review of Committee Instructions handout

  16. The Evaluation Process & Selection • Minor irregularities may be waived. • What are some things that are considered minor irregularities?

  17. Evaluation Methodologies • Highest Numerical Score • Averaged or Consensus • Air Force Color System • Adjective Ratings

  18. Evaluation Methodologies • Total Cost of Ownership • Is the apparent low price really the lowest price?

  19. Contract Negotiations • Negotiation Team • Divide into teams of 5 - 7. On one sheet, list the job titles of those you’d want on your team for a conference facility contract. • On a second sheet, list the individual qualifications and qualities these people should have.

  20. Contract Negotiations • Let’s discuss some negotiation tips!

  21. Contract Negotiations • What do you think are some qualities of a good negotiator?

  22. Contract Negotiations • Listening Awareness Inventory • Take a few minutes and take this assessment • Then, let’s review scores. • What are your strengths/weaknesses as a listener? • How can enhanced listening skills improve communication and negotiation skills?

  23. Contract Negotiations • Then, let’s review scores. • 36 - 40 Outstanding listener • 30 - 35 Good listener--put more effort into attention and suspending judgment • 26 - 29 Need work. What’s the payoff for improving? • 0 - 25 Ask if you were really serious about taking this test. What could you gain by improving your listening skills?

  24. Contract Negotiations • What are your strengths/weaknesses as a listener? • How can enhanced listening skills improve communication and negotiation skills?

  25. Contract Negotiations • International Negotiations Special Considerations

  26. Contract Writing: Ts & Cs • General Interpretation of a Contract • Parole Evidence Rule • Plain Meaning Rule

  27. Contract Writing: Ts & Cs • Drafting: Good Writing Rules • Use the present tense • Use the active voice • Provide a remedy • Use cross references • Use plain language • Do not vary the language

  28. Completing the RFP Process • Confirm successful offeror • End user sign-off • Finance office/funding • Executive approval • Governing body/Board approvals • Award to successful offeror

  29. Completing the RFP Process • Releasing the Results • Unsuccessful offerors • Public at large • Debriefing unsuccessful offerors • Releasing information as required by law

  30. Completing the RFP Process • Completing the RFP File • Award documents • Contract administration material • Evaluation documents • Original RFP and addenda • Planning documents • Proposals received

  31. Completing the RFP Process • Dealing with Complaints & Protests

  32. The RFP Process • Practical exercise time!

More Related