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Procurement-the RFP

Procurement-the RFP. By Warren J. McKeon, CPA, VCO. Methods of Procurement. Small purchase, $50,000 or less Emergency procurement Sole source procurement Competitive bid (IFB) > $50,000 Competitive negotiation (RFP) > $50,000 > $30,000 professional services.

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Procurement-the RFP

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  1. Procurement-the RFP By Warren J. McKeon, CPA, VCO

  2. Methods of Procurement • Small purchase, $50,000 or less • Emergency procurement • Sole source procurement • Competitive bid (IFB) > $50,000 • Competitive negotiation (RFP) > $50,000 > $30,000 professional services

  3. Small Purchase $5,000 or Less • Single quotation is acceptable • Verbal or in writing • Document

  4. $5,000 Not Exceeding $15,000 • Three quotations from a valid source • Quotations may be written or verbal • Document the same as for $5,000 or less

  5. $15,000 Not Exceeding $50,000,Not Exceeding $30,000If Professional Service • Four written quotations • Request for quotation should include: • What • When • Who • General and special terms

  6. $15,000 Not Exceeding $50,000 Continued • Receive quotations • Tabulate quotations • Determine • Responsive? • Responsible? • Post • Execute

  7. Good and Non Professional Services > $50,000 • Only two acceptable procurement methods • Competitive sealed bid (IFB) • Competitive negotiation (RFP)

  8. Invitation To Bid • Specifications • All general and special terms and conditions • Pricing scenario • Due date • Advertise and post for a minimum of 10 days • Mail • Bidder solicitation list

  9. When the Bid Is Received • Stamp • Late bids

  10. Opening Bids • Open publicly • Read aloud • Bidder • Price • Discount terms

  11. Evaluation • Responsive? • Determine the responsive bidder with the lowest price

  12. Responsible Vendor • Check • Confirm • Verify • Investigate

  13. Award • Lowest • Post • Issue

  14. Request for Proposal (RFP) • Written • Criteria • Contractual terms and conditions • Unique capabilities and qualifications required of the vendor

  15. When to Use? • Can’t use competitive sealed bidding • For professional services

  16. IFB or RFP ? • Ombudsman reporting software • Janitorial cleaning • Annual fiscal audit • Employee assistance program (using a clinical psychologist)

  17. Virginia Public Procurement Act • Public notice • Multiple awards • Award notice

  18. RFP Procedure • Determine the need • RFP justification • Create the RFP • Evaluation committee • Pre-proposal conference • Evaluate • Award

  19. Creating the RFP • Timeframe • Background • Statement of needs and deliverables • Specific proposal instructions • Evaluation criteria and weights • General terms and special conditions • Method of payment

  20. Issue the RFP • Public notice • Post on the eVA website • Mail

  21. Receipt of Proposals • Deadline • Late proposals • No public opening • Check proposals for required information • Distribute proposals to the evaluation committee • Committee meets as a group

  22. Consensus Evaluation • Individual review • Responsible? • Consensus scoring sheet

  23. Negotiation • Select • Negotiate • Re-score • Intent to award • Prepare and execute contract

  24. RFP for Professional Service • The RFP shall not request that offerors furnish estimates of man hours or cost for services. • What can you ask for?

  25. Evaluation • Proposals are ranked • Negotiate with Offeror #1 • Award or Proceed to #2 • Award or Proceed to #3 • Award or reissue RFP

  26. Questions

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