RFP Workshop Ontario University Collaborative December 2013
Objectives • Understand how to make any RFP more effective • Understand that the BV RFP is not very different • Visualize how you can use the BV RFP • Identify similarities within the procurement timeline
Activity Looking at your neighbor’s RFP…. • What did you like, what didn’t you like? • Was there anything missing? • Are there any potential improvements? • Was the document easy to follow, were the submission documents clear?
Checklist • General comparison • Provide any notes • Comments • Discuss with group
Goals with RFPs • Consistency • Create a regular organization of documents and requirements • Reduce confusion • Provide a structure for vendors’ responses/proposals • Save time • Create templates that can be easily evaluated
Activity Looking at the BV RFP… • Is the RFP language is clear and concise? • Is it easy to understand what a vendor has to do? • Does it have complete information? • Does the schedule allow for a reasonable amount of time? • What are the major benefits/differences?
Factors For Success • Fair (state/follow rules) • Open • Impartial and Transparent (minimize evaluator bias / provide debriefing) 7
Factors of Differentiation • Are proposals allowed to contain Vendor/Company names? • Are proposals limited to less than 5 pages? • Is PPI collected on Firm, Individuals, and critical subs? • Is vendor specifically asked to address risks? • Is vendor specifically asked to identify added value? • Are key individuals required to be assigned to the project at proposal stage? • During negotiation, is vendor required to list any assumptions, deviations, and uncontrollable risks? • Is a debriefing provided for continuous improvements?
Common Modifications • Altering the ordering / placing of information • Listing the schedule / contents in beginning (instead of throughout) • Giving forms for each vendor requirement (with page limits) • Giving a background on evaluations EXAMPLE ONLY
Summary • Few major/material changes needed • Goals are: • Consistency • Reduce confusion • Save time • Set the desired expectation • ASU will help each University create their RFPs, schedules, and any other documents needed