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RFP Workshop

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.

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RFP Workshop

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  1. RFP Workshop Ontario University Collaborative December 2013

  2. 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

  3. 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?

  4. Checklist • General comparison • Provide any notes • Comments • Discuss with group

  5. 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

  6. 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?

  7. Factors For Success • Fair (state/follow rules) • Open • Impartial and Transparent (minimize evaluator bias / provide debriefing) 7

  8. 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?

  9. 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

  10. Typical Timeline

  11. 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

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