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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.

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The RFP Process

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  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!

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