Request for Proposal


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Request for Proposal

  1. 1. The RFP Process 2004 DPS Forum Ron King, CPPB, CPPO, VCO DPS Account Executive 804.786.0394 [email_address]
  2. 2. <ul><li>Let’s put the pieces together! </li></ul>Overview
  3. 3. <ul><li>Differences between the IFB & RFP. </li></ul><ul><li>Let your imagination take flight! </li></ul>Overview
  4. 4. <ul><li>Elements of a good specification </li></ul><ul><ul><li>Identifies a minimum requirement </li></ul></ul><ul><ul><li>Allows for maximum competition </li></ul></ul><ul><ul><li>Identifies test methods to be used to verify compliance with the requirement </li></ul></ul><ul><ul><li>Contributes to obtaining best value at lowest cost using a fair, equitable, and transparent contract award process </li></ul></ul>The RFP Process
  5. 5. <ul><li>Which vendors should receive a copy of the RFP? </li></ul><ul><ul><li>Let’s list some of the points that need to be considered. </li></ul></ul>The RFP Process
  6. 6. <ul><li>Where can we find vendors? </li></ul>The RFP Process
  7. 7. <ul><li>Should competition ever be limited? </li></ul><ul><li>If so, when? </li></ul>The RFP Process
  8. 8. <ul><li>Divide into groups of 6 - 7, and list what should be included in the “Instructions for Proposal Submittal” section of the RFP. </li></ul><ul><ul><li>Select a spokesperson to present your group’s list. </li></ul></ul>Developing the RFP Document
  9. 9. <ul><li>Appropriate Use of Words </li></ul><ul><ul><li>Shall/Must-- expresses a requirement </li></ul></ul><ul><ul><li>Should/May-- expresses non-mandatory provisions </li></ul></ul>Developing the RFP Document
  10. 10. <ul><li>Let’s make sure we understand now! </li></ul><ul><ul><li>The Contractor ___________ provide additional training to Agency employees. (This is an optional provision.) </li></ul></ul><ul><ul><li>The Contractor ___________ complete all work by Dec. 31. (This is a mandatory provision.) </li></ul></ul><ul><ul><li>The Contractor ___________ work weekends. (This is an optional for the vendor.) </li></ul></ul>Developing the RFP Document should/may shall/must should/may
  11. 11. <ul><li>Read “How Specs Live Forever” </li></ul><ul><ul><li>Do you have any related experiences to share? </li></ul></ul>Developing the RFP Document
  12. 12. <ul><li>What are some issues that need to be considered in the handling of proposals? </li></ul><ul><li>Let’s list them. </li></ul>The Proposal Handling Process
  13. 13. <ul><li>The evaluation committee </li></ul><ul><ul><li>What specialists may be needed? </li></ul></ul><ul><ul><li>What are the committee’s functions? </li></ul></ul><ul><ul><li>What is the Purchasing representative’s role? </li></ul></ul>The Evaluation Process & Selection
  14. 14. <ul><li>Evaluation Committee Code of Conduct </li></ul><ul><ul><li>Commitment of judgment and time </li></ul></ul><ul><ul><li>Objective & fair </li></ul></ul><ul><ul><li>Representing their entity </li></ul></ul><ul><ul><li>Confidentiality until it’s a matter of public record </li></ul></ul><ul><ul><li>Courteous & professional </li></ul></ul>The Evaluation Process & Selection
  15. 15. The Evaluation Process & Selection <ul><li>Review of Committee Instructions handout </li></ul>
  16. 16. <ul><li>Minor irregularities may be waived. </li></ul><ul><li>What are some things that are considered minor irregularities? </li></ul>The Evaluation Process & Selection
  17. 17. <ul><ul><li>Highest Numerical Score </li></ul></ul><ul><ul><ul><li>Averaged or Consensus </li></ul></ul></ul><ul><ul><li>Air Force Color System </li></ul></ul><ul><ul><li>Adjective Ratings </li></ul></ul>Evaluation Methodologies
  18. 18. <ul><li>Total Cost of Ownership </li></ul><ul><ul><li>Is the apparent low price really the lowest price? </li></ul></ul>Evaluation Methodologies
  19. 19. <ul><li>Negotiation Team </li></ul><ul><ul><li>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. </li></ul></ul><ul><ul><li>On a second sheet, list the individual qualifications and qualities these people should have. </li></ul></ul>Contract Negotiations
  20. 20. <ul><li>Let’s discuss some negotiation tips! </li></ul>Contract Negotiations
  21. 21. <ul><li>What do you think are some qualities of a good negotiator? </li></ul>Contract Negotiations
  22. 22. <ul><li>Listening Awareness Inventory </li></ul><ul><ul><li>Take a few minutes and take this assessment </li></ul></ul><ul><li>Then, let’s review scores. </li></ul><ul><li>What are your strengths/weaknesses as a listener? </li></ul><ul><li>How can enhanced listening skills improve communication and negotiation skills? </li></ul>Contract Negotiations
  23. 23. <ul><li>Then, let’s review scores. </li></ul><ul><ul><li>36 - 40 Outstanding listener </li></ul></ul><ul><ul><li>30 - 35 Good listener--put more effort into attention and suspending judgment </li></ul></ul><ul><ul><li>26 - 29 Need work. What’s the payoff for improving? </li></ul></ul><ul><ul><li>0 - 25 Ask if you were really serious about taking this test. What could you gain by improving your listening skills? </li></ul></ul>Contract Negotiations
  24. 24. <ul><li>What are your strengths/weaknesses as a listener? </li></ul><ul><li>How can enhanced listening skills improve communication and negotiation skills? </li></ul>Contract Negotiations
  25. 25. <ul><li>International Negotiations Special Considerations </li></ul>Contract Negotiations
  26. 26. <ul><li>General Interpretation of a Contract </li></ul><ul><ul><li>Parole Evidence Rule </li></ul></ul><ul><ul><li>Plain Meaning Rule </li></ul></ul>Contract Writing: Ts & Cs
  27. 27. <ul><li>Drafting: Good Writing Rules </li></ul><ul><ul><li>Use the present tense </li></ul></ul><ul><ul><li>Use the active voice </li></ul></ul><ul><ul><li>Provide a remedy </li></ul></ul><ul><ul><li>Use cross references </li></ul></ul><ul><ul><li>Use plain language </li></ul></ul><ul><ul><li>Do not vary the language </li></ul></ul>Contract Writing: Ts & Cs
  28. 28. <ul><li>Confirm successful offeror </li></ul><ul><li>End user sign-off </li></ul><ul><li>Finance office/funding </li></ul><ul><li>Executive approval </li></ul><ul><li>Governing body/Board approvals </li></ul><ul><li>Award to successful offeror </li></ul>Completing the RFP Process
  29. 29. <ul><li>Releasing the Results </li></ul><ul><ul><li>Unsuccessful offerors </li></ul></ul><ul><ul><li>Public at large </li></ul></ul><ul><ul><li>Debriefing unsuccessful offerors </li></ul></ul><ul><ul><li>Releasing information as required by law </li></ul></ul>Completing the RFP Process
  30. 30. <ul><li>Completing the RFP File </li></ul><ul><ul><li>Award documents </li></ul></ul><ul><ul><li>Contract administration material </li></ul></ul><ul><ul><li>Evaluation documents </li></ul></ul><ul><ul><li>Original RFP and addenda </li></ul></ul><ul><ul><li>Planning documents </li></ul></ul><ul><ul><li>Proposals received </li></ul></ul>Completing the RFP Process
  31. 31. <ul><li>Dealing with Complaints & Protests </li></ul>Completing the RFP Process
  32. 32. <ul><li>Practical exercise time! </li></ul>The RFP Process