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RFP Playbook
 

RFP Playbook

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    RFP Playbook RFP Playbook Document Transcript

    • RFP PLAYBOOK COMMONWEALTH OF PA RFP PLAYBOOK Table of Contents Table of Contents.......................................................................................................................1 Purpose.......................................................................................................................................2 RFP Process Flowchart..............................................................................................................3 Delegation Request....................................................................................................................4 Initial Preparation......................................................................................................................5 Evaluation Committee...............................................................................................................6 Statement of Work.....................................................................................................................8 Weight Setting & Evaluation Criteria........................................................................................9 RFP Approval Process.............................................................................................................10 RTA - Request to Advertise.....................................................................................................11 Questions & Answers..............................................................................................................12 Pre-Proposal Conference.........................................................................................................13 Receipt of Proposals................................................................................................................15 Review of Proposals................................................................................................................16 BAFO & Pre-Selection Process...............................................................................................19 Final Evaluation......................................................................................................................21 Recommendations for Selection for Negotiations...................................................................22 Contract Negotiations.............................................................................................................23 Contract Execution...................................................................................................................24 Debriefing................................................................................................................................25 Appendix..................................................................................................................................26 1 05/27/10
    • RFP PLAYBOOK Purpose This Playbook provides instructions and guidance on process, procedures, methods, templates as well as examples on conducting procurements through a competitive sealed proposal or Request for Proposal (RFP). It is designed to assist the Department of General Services (DGS) and Commonwealth of Pennsylvania (COPA) Agency procurement professionals in procuring services or supplies through the competitive sealed proposals process. This Playbook is not intended to make business judgments for the Procurement Officer. This Playbook provides guidance only. The requirements for the competitive sealed proposals process that DGS and COPA agency procurement professionals must comply with are found in the Commonwealth Procurement Code and the DGS Procurement Handbook. Noncompliance with the guidance provided in this Playbook shall not require the voidance/disapproval of the resulting contract, purchase order, award decision, rejection of the proposals or cancellation of the RFP. The Playbook, located on the DGS Procurement Homepage – www.dgsweb.state.pa.us/comod/RFPPlaybook/RFPPlaybook.doc, will provide agencies with the latest information available. The Playbook contains links to Process Flowcharts, Scoring Models, Roles and Responsibilities, Terms and Conditions, Checklists, Forms and Timelines. It will be updated periodically to incorporate any changes to existing policy or procedures An RFP is issued for 2 reasons: no contract exists and we must have the supplier develop and propose the solution. Per Part II Chapter 7 of the Procurement Handbook, “This procedure may be used when an Agency determines, in writing, that competitive sealed bidding is either not practicable or advantageous to the Commonwealth.” 2 05/27/10
    • RFP PLAYBOOK RFP Process Flowchart 3 05/27/10
    • RFP PLAYBOOK Delegation Request The first step for any RFP process is to identify the need for procurement and request delegation or request Shared Services from DGS. Below is guidance to be followed. General Policy. DGS may delegate authority to make procurements to an agency and may revoke any authority, which has been delegated. Any Agency receiving delegation for procurement shall exercise this delegated authority in accordance with the written requirements of the delegation, the Commonwealth Procurement Code, and the Procurement Handbook. Agency Responsibility: • Identify the business need. • Request delegations from Bureau of Procurement (BOP) to proceed with an RFP when the estimated total amount of the procurement is greater than the dollar thresholds established in Part 1, Chapter 7 of the Procurement Handbook and the agency is requesting a Full Delegation for the identified procurement. • Submit to DGS the “Request for Delegation” form approved by the Agency Head prior to submittal to DGS. • Email the Request for Delegation Form BOP-003 and a summary of the scope of work, or previous contract to the appropriate BOP Director, Commodity Management. • Obtain a written response approving or denying delegation request from the Director, Commodity Management, Services Division or Materials Division. DGS BOP Director, Commodity Management Responsibility: • Review the “Request for Delegation” from the Agency and determine the appropriate team to review the agency’s request. • Approve or deny the request and advise the Agency in writing on DGS determination. • Email a copy of the DGS determination letter approving or denying the request for delegation to DGS Bureau of Minority and Women Business Opportunities (BMWBO) and to the Office of Budget, Comptroller Operations. Reference: Request for Delegation Form BOP-003 Part 1, Chapter 7 (Procurement Handbook) 4 05/27/10
    • RFP PLAYBOOK Initial Preparation Once the initial step of identifying the business need and the delegation process is completed, preparation for writing an RFP may begin. The Issuing Officer will be either a DGS Issuing Officer or an Agency Program Manager, as outlined in the delegation letter. Issuing Officer Responsibility: • Schedule a meeting with the program area and agency procurement personnel to discuss the process moving forward. • Invite Issuing Office legal counsel, comptroller and BMWBO personnel to the meeting. Review BMWBO certified minority and women owned business database at http://www.dgsweb.state.pa.us/mbewbe/VendorSearch.aspx • Discuss during the initial meeting the areas listed below (also review Kick Off Meeting Presentation as a further reference): • RFP Objective • Project overview • Define the end results • Determine a timeline o Proposal due date; Deadline to submit questions; Pre-proposal conference; Answers to questions posted on the DGS Web site; Weight setting meeting; and Selection meeting. • Define task assignments • Define BOP roles and responsibilities • Define Agency roles and responsibilities • Voting and Non-voting members • Responsibility of Evaluation Committee Members • Confidentiality Statement and No Conflict Form • Define your evaluation team structure • Sourcing Strategy-Determine the type of contact: Fixed Price, Cost Reimbursement, Time and Material, etc. References: Kick Off Meeting Presentation Responsibility of Evaluation Committee Members Confidentiality Statement and No Conflict Form Timeline template: (Sample 1): In MS Excel (Sample 2): In MS Project (Sample 3): In MS Excel (Task List & Days to accomplish) (Sample 4) MS Word (Sample 5) Excel (Long Version) Request for Proposal Format (Paper RFP) Requirements (Responsive) Checklist 5 05/27/10
    • RFP PLAYBOOK Evaluation Committee It is very important that the RFP process and the contents of Offeror proposals remain confidential throughout the evaluation process. Unauthorized sharing of information may have the result of giving an Offeror an unfair advantage over another Offeror and thereby render the process invalid. Accordingly, each committee member, including comptroller, is required to sign a Confidentiality Statement and No Conflict Form. Office of Administration Community of Practice (CoP) personnel and agency legal are not required to sign a confidentiality agreement. Any persons who divulge such information may be subject to disciplinary action, including termination of their employment with the Commonwealth, if the individual is a Commonwealth employee. If the individual is the employee of a consultant, the consultant may be requested to remove the employee from the project and the contract for the consultant may be terminated. Issuing Officer Responsibility: • Ensure that all Evaluation Committee members have signed a Confidentiality Statement and No Conflict. Note: Legal counsel to the Evaluation Committee is not required to sign a Confidentiality Statement. • Act as sole point of contact for questions about the RFP. • Draft the RFP Evaluation Committee Responsibilities Evaluation Committee Member: • Signs a Confidentiality Statement and No Conflict Form agreeing not to divulge nor make known to any person (other than a member of the RFP Evaluation Committee or other individual who has signed the Confidentiality Statement for the same acquisition), any information pertaining to any and all aspects of the RFP (which has not already been made available to the public or all interested offerors) including but not limited to: the contents of Offerors’ proposals, the scoring method, points allotted, evaluator scores, costs, or any other confidential information regarding the RFP process. Refer to Review of Proposals section for further detail on the responsibility to maintain confidentiality during the individual scoring process. • Assists the Issuing Officer with the preparation of the RFP Statement of work. • Evaluates the technical merit of the responsive proposals using the scoring sheets provided by the Issuing Officer. • Communicates the need for clarification to the Issuing Officer, if a clarification of a proposal is needed. • Provides scores to the Issuing Officer during the Evaluation Committee meeting. 6 05/27/10
    • RFP PLAYBOOK • Keeps the proposals confidential, disclosing or discussing the information with no one (including other COPA employees) except Issuing Office counsel or Issuing Office comptroller and in meetings of the Evaluation Committee. References: Confidentiality Statement and No Conflict Form Responsibility of Evaluation Committee Members Part I Chapter 60 Employee Ethics 7 05/27/10
    • RFP PLAYBOOK Statement of Work The Statement of Work (SOW) is the most important part of the RFP. The SOW should provide the Offeror with explicit information on the nature and scope of the work. Each SOW must be tailored to the specific contracted work. As general guidance, the SOW format will contain the following: • Objectives • Nature and Scope of the Project • Requirements • Tasks • Deliverables • Reporting and Project Control Issuing Officer Responsibility: • Develop the SOW in conjunction with the Evaluation Committee. The Statement of Work Guide will assist you in completing Part IV of the RFP and provides further details on what to include in the SOW. References: Statement of Work Guide (IT Related) 8 05/27/10
    • RFP PLAYBOOK Weight Setting & Evaluation Criteria Issuing Officer Responsibility: • Review the draft RFP with the Evaluation Committee. • Incorporate any changes determined by the committee. • Determine Cost, Technical, and Disadvantaged Business (DB) weights based on the criteria established in the Scoring Category Guide. • Always use a 1,000 point scale o equals 10 times 100% and allows for sufficient distance between scores, which 100 points does not. • Prepare the scoring sheets prior to opening of proposals for the Evaluation Committee’s use. Evaluation Committee Responsibility: • Develop and finalize the technical evaluation sub-criteria and their weight . o Examples of sub-criteria include: Understanding the Problem; Offeror Qualifications; Personnel Qualifications, Soundness of Approach, etc. • Refer to the MasterScoringSheet.xls for sample sub-criteria. Issuing Officer Responsibility: • Finalize the draft RFP document. References: RFPScoringCategoryGuide.xls MasterScoringSheet.xls 9 05/27/10
    • RFP PLAYBOOK RFP Approval Process SRM Approval Process: After the RFP has been entered into SRM and finalized (published); the RFP will workflow electronically through the approval process. The following steps should be followed to complete the approval process: Agency Head or Internal Approver Responsibility: • Review and either approve or disapprove the solicitation. • If approved, workflow automatically to the next approver. • If disapproved, it is sent back to Issuing Officer for changes, and after re-release it will follow the approval process again. Paper Approval Process: • Agency Head or designee • Issuing Office Legal • Comptroller (as needed) Reference: 1 05/27/10
    • RFP PLAYBOOK RTA - Request to Advertise After all the approvals have been completed, the RFP will be available on the DGS Portal based on the start date for the solicitation. If completing a paper solicitation the entire document will be made available to Offerors to download from eMarketplace Web site. Issuing Officer Responsibility: • Publicly Post the RFP • If the RFP was entered in SRM- Document Builder: o Submit the advertisement via the electronic Request to Advertise Form at eMarketplace Web site o Check the box- “Check if Solicitation is in SRM”. • If the RFP was prepared in paper format: o Submit the advertisement via the electronic Request to Advertise Form at eMarketplace Web site o Do not check any box. o Follow the Request to Advertise Instructions o Upload the RFP files through the browser. • Help Guides for the Request to Advertise can be found at: o Request to Advertise Instructions • Send out eAlert. • Send email to known potential offerors and current contract supplier(s). Reference: Request to Advertise Instructions eMarketplace Web site 1 05/27/10
    • RFP PLAYBOOK Questions & Answers The RFP provides the Offerors an opportunity to submit written questions regarding the requirements of the RFP. Prior to issuing the RFP, the Evaluation Committee must decide on the number of rounds of questions necessary. This determination will depend on the complexity of the procurement. The RFP will also detail the manner in which the Offerors provide the questions to the COPA. Normally, they are emailed to the Issuing Officer. All questions must be addressed. The questions and answers will be posted on eMarketplace Web site as an addendum to the RFP no later than *5 business days prior to the proposal due date. Issuing Office legal counsel should review responses to the questions prior to posting. The Issuing Officer is responsible to ensure all questions are answered, and should enlist the appropriate Evaluation Committee members for assistance. Issuing Officer Responsibility: • Receive questions submitted by Offerors • Prepare responses with the assistance of the Evaluation Committee to all of the questions submitted. Note that each individual question need not be answered. Repetitive or related questions can be answered in groups or categories. Legal Responsibility: • Review the responses to the questions received. Issuing Officer Responsibility: • If no pre-proposal conference is held, prepare and publish (by posting on eMarketplace Web site), no later than *5 business days prior to the proposal receipt date, written responses to all questions received. If a pre-proposal conference is held, written responses to all questions will be posted after the pre-proposal conference and will include written responses to questions received before, during and after the pre- proposal conference. These answers constitute a formal amendment to the RFP. Refer to section on Pre-proposal Conference for further information. • Issue a RFP Addendum. *5 business day timeline is at the discretion of the agency. References: Solicitation Addendum Form (Former Flyer for Posting) Request to Advertise Instructions eMarketplace Web site 1 05/27/10
    • RFP PLAYBOOK Pre-Proposal Conference Generally, a pre-proposal conference should be held unless the supply or service and the manner in which it will be delivered are standard practice for that industry. Prior to issuing the RFP, it should be determined whether attendance by the Offerors at the pre-proposal conference will be optional or mandatory. To require mandatory attendance, sufficient justification must be provided to the agency designee. The pre-proposal conference should be held one to three weeks after the RFP has been issued. The potential Offerors should be given a reasonable opportunity to review the RFP prior to the pre-proposal conference. The pre-proposal conference is an opportunity for COPA to clarify the RFP. At a minimum, it should highlight the important portions of the RFP, such as the requirement that the proposals be separated into three distinct submittals (Technical, Cost, DB). During the pre-proposal conference, Offerors are also given an opportunity to ask questions. The questions must be in writing. Tentative answers can be given at the Pre-Proposal Conference. However, it must be stated that these responses are tentative and will not be final until they are posted as an addendum to the RFP. Issuing Officer Responsibility: • Notify BMWBO, in writing, of the pre-proposal conference date, and the Issuing Officer’s name, address, telephone number, and e-mail address. The notice should give BMWBO the option to participate in the conference. BMWBO Responsibility: • Notify the Issuing Officer in writing of its participation at least one week before the pre-proposal conference. • Provide the Issuing Officer with a BMWBO-prepared statement to be read at the pre- proposal conference, if BMWBO declines to participate. Issuing Officer Responsibility: • Conduct a pre-proposal conference as specified in the RFP. • Pre-proposal Conference Guide (Sample Agenda) • Pre-proposal Conference Questions.doc 1 05/27/10
    • RFP PLAYBOOK Evaluation Committee Responsibility: • Assist the Issuing Officer with preparing written responses to the questions received from the Offerors. • Legal Responsibility: • Review the written responses to questions received. Issuing Officer Responsibility: • Prepare and publish (by posting on eMarketplace Web site), no later than five business days prior to the proposal receipt date, written responses to all questions received before, during and after the pre-proposal conference. These questions and answers constitute a formal amendment to the RFP. • Issue a RFP Addendum. References: Pre-proposal Conference Guide (Sample Agenda) Pre-proposal Conference Questions.doc Solicitation Addendum Form (Former Flyer for Posting) DB Handout DB Presentation DB Presentation (Detailed) 1 05/27/10
    • RFP PLAYBOOK Receipt of Proposals RFP proposals are not publicly opened. The Issuing Office must time and date stamp, and record receipt of, those proposals received in paper form as they are received. The proposals may be opened the day after the due date. The Issuing Office legal counsel must be present during the proposal opening to determine whether each proposal is responsive. The Issuing Officer Responsibility: o Complete the Proposal Receipt Checklist Requirements Responsive checklist (Template). o Open proposals and have Issuing Office legal counsel review those which are questionable as to responsiveness. Legal Counsel Responsibility: • Review and determine whether proposals are responsive as needed. o “Responsiveness” is defined as whether a proposal conforms in all material respects to the requirements and criteria in the RFP. The Issuing Officer Responsibility: • Retain cost proposals until after the technical scores are finalized. • Send DB submittals to the DGS BMWBO office for scoring; include the BMWBO Standard Cover Letter to accompany each proposal. Upon request provide the entire proposal to BMWBO. • Give all the responsive technical proposals to the Evaluation Committee for technical evaluation. Have Evaluation Committee members sign the Proposal Sign out Sheet. Provide the appropriate number of scoring sheets. • Indicate the length of time the committee member has to evaluate the proposals. • Inform the committee member the order in which proposals are to be read and scored, if applicable. References: Requirements Responsive checklist (Template) BMWBO Standard Cover letter Proposal Sign out Sheet MasterScoringSheet.xls 1 05/27/10
    • RFP PLAYBOOK Review of Proposals I. Technical Evaluation Review A. Individual Scoring Technical Evaluation Committee: • The technical proposals submitted by the Offerors are confidential until a contract is awarded. The proposals, the score sheets, and any other notes that you have must be kept secured at all times so as to ensure the confidentiality. All documents related to this RFP and its scoring will be turned in to the Issuing Officer at the conclusion of technical scoring. • There can be no discussions regarding the proposals with anyone outside of the Evaluation Committee. If you are asked about the RFP or the proposals in any way (such as who are the Offerors), do not answer and contact the Issuing Officer. The Issuing Officer will provide whatever information Issuing Office determines is appropriate. • Scoring of the proposal must be done individually. There can be no discussions with other members of the Evaluation Committee (scoring or non-scoring) about scoring or the proposals until the committee meets at the first group Evaluation Committee meeting. The single point of contact is, and all communications must go through, the Issuing Officer. • Each technical proposal is scored individually based upon the information contained within the proposal. Evaluation Committee members may not research Offerors or gather information on their own, including but not limited to reference checks of any nature. Any additional information will be obtained by Issuing Officer or appropriate subcommittee. • Scores awarded to Offerors must be justified by the information contained in the proposals or through additional information obtained by Issuing Officer. • Committee members should list comments (positive and negative) as to why they awarded a particular score to an Offeror’s proposal. Do not write in or mark up the proposals in any way. Any comments, questions or concerns regarding a proposal should be written on the scoring sheet or a separate sheet of paper attached to the scoring sheet. • Any violation of these rules could result in the cancellation of the RFP. Any questions or concerns should be directed to Issuing Officer. B. Group Scoring Issuing Officer Responsibility: • Determine the order in which the proposals will be reviewed. 1 05/27/10
    • RFP PLAYBOOK • For each proposal reviewed record the committee member’s individual score on the Master Scoring Sheet • Once all individual scoring is recorded for the proposal, the Issuing Officer will conduct a group review of the scoring. This process will include a walk-through of each response, as well as a discussion on how members scored and their reasons for awarding a particular score. • Provide reports to the technical Evaluation Committee as applicable. Reports may include System Evaluation Report, Reference Checks, Financial Solvency Reports, etc. • Give Committee Members the opportunity to adjust their scores after hearing group discussions. • Record score adjustments, if applicable. C. Written Clarifications and Oral Presentations After discussing the proposals, it may be necessary to send the Offerors a request to provide written clarifications of their technical proposal. The committee is not required to send the same questions to each Offeror. Oral presentations are another way of clarifying sections of an RFP. Oral presentations are not a requirement, unless specified as a requirement in the RFP. The committee will be permitted to ask clarifying questions during the presentation. Issuing Officer Responsibility: • Send a letter to the Offerors whose proposals need to be clarified stating which items in their proposals need written clarification. • If oral presentations will be held send a letter to the Offerors stating which items in their proposals need clarification and providing the date on which oral presentations will be held. • Give Evaluation Committee Members the opportunity to adjust their scores after written clarifications are received from Offerors or oral presentations are held. • Record score adjustments, if applicable. • Rank the technical proposals from highest to lowest scoring. • Determine the Offerors whose technical proposal scores are greater than or equal to 70% of the highest raw technical scoring submittal. o Proposals meeting this scoring requirement will proceed to the cost evaluation phase. o Collect all scoring sheets from Evaluation Committee Members and file along with the Master Scoring Sheet. • Advise the Technical Evaluation Committee that the Technical Evaluation Phase has concluded and that their participation in the Cost Evaluation is not required, unless otherwise determined by the Issuing Office. If a BAFO is conducted, the technical committee may be reconvened to review any revised technical proposals. 1 05/27/10
    • RFP PLAYBOOK II. Disadvantaged Business Review BMWBO Responsibility: The BMWBO will supply the DB and Enterprise Zone Small Business (EZSB) scores to the Issuing Officer upon completion of BMWBO’s review and evaluation of the DB Participation submittals. Issuing Officer Responsibility: Record on Master Scoring Sheet the DB scores received from BMWBO for those Offerors whose technical proposals scores are greater than or equal to 70% of the highest technical scoring submittal. III. Cost Evaluation Issuing Officer Responsibility: • Open cost proposals and record data on Master Scoring Sheet for those Offerors whose technical proposal scores are greater than or equal to 70% of the highest technical scoring submittal. • Rank in order of lowest to highest the cost submittals that meet the RFP requirements. IV. Concluding the Preliminary Evaluation Issuing Officer Responsibility: • Record the Domestic Workforce Utilization score on the Master Scoring Sheet, if applicable. (Guidelines for scoring DWU) • Rank the Proposals in order of highest to lowest by overall total score. References: Discussion for Clarification (Sample letter) Corporate Reference Questionnaire Project Director and Key Personnel Reference Questionnaire Project Manager Evaluation Form Reference Check Questionnaire Guidelines for scoring DWU MasterScoringSheet.xls RFP Technical Scoring Flowchart.vsd 1 05/27/10
    • RFP PLAYBOOK BAFO & Pre-Selection Process Discussions for Best and Final Offer (BAFO), if conducted by the Issuing Office, are limited to responsible Offerors who submitted proposals determined to be reasonably susceptible of being selected for award. Offerors are given the opportunity to revise their proposal during this stage of the procurement. It is imperative that Offerors selected to submit a BAFO be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. Revisions may be made to one or more submittals of the proposal (Technical, Cost, or DB). The issuing office may obtain a BAFO by requesting written information that revises original proposals; by requesting oral presentation; by conducting a reverse online auction; and/or by conducting pre-selection negotiations. See Procurement Handbook Part 1, Chapter 6. The Issuing Officer Responsibility: • Send a written letter to the Offeror(s) inviting them to improve their technical submittal, cost submittal or DB submittal, as the case may be. The letter will also indicate the manner in which the BAFO will be conducted. • Invite BMWBO to participate in any discussions and pre-selection negotiations involving disadvantaged business participation. Issuing Officer and the Negotiation Team Responsibility: • Conduct discussions and pre-selection negotiations. Evaluation Committee Members should be available to assist with the discussions and pre-selection negotiations, as needed. • Will not disclose any information derived from proposals submitted by competing Offerors. • State the agreement reached on each issue during the discussions or pre-selection negotiations. • Ask the Offeror to confirm its revised offer, in writing, in the form of a revised proposal at the conclusion of the discussions or pre-selection negotiations. • Review and score revised cost submittals. • Submit any revised DB submittals to BMWBO for evaluation and scoring. • Reconvene the Technical Evaluation Committee to review and score any revised portions of the technical proposal. BMWBO Responsibility: • Review and score all revised DB submittals and provide the Issuing Officer with a final score for the BAFO DB submittals. 1 05/27/10
    • RFP PLAYBOOK Technical Evaluation Committee Responsibility: • Review and score the revised technical submittals. The new BAFO score replaces the previous scores for only those items included in the BAFO. Scores for all other items not revised by the BAFO technical submittal remain the same. References: Best and Final Offer (Sample Letter) Procurement Handbook Part 1, Chapter 6. 2 05/27/10
    • RFP PLAYBOOK Final Evaluation After the conclusion of the preliminary evaluation or the BAFO process, if conducted, the Issuing Office will complete the evaluation process. The Issuing Officer Responsibility: • Combine the Evaluation Committee’s final technical scores, BMWBO’s final DB scores, the final cost scores, and (when applicable) the Domestic Workforce Utilization scores— in accordance with the relative weights assigned to these areas and fixed for the RFP prior to the opening of the proposals. • Rank responsible Offerors according to the total overall score assigned to each, in descending order. 2 05/27/10
    • RFP PLAYBOOK Recommendations for Selection for Negotiations The Issuing Officer is responsible to write a formal memorandum to the Agency Head or designee to make a recommendation for selection for negotiations. Issuing Officer Responsibility: • Prepare the memorandum recommending the Offeror with the highest overall score for contract negotiations. • Submit the Recommendation for Contractor Selection Memorandum (Sample Letter) to the Deputy Secretary or designee for approval after determining the Offeror and identified subcontractors to be responsible in accordance with Management Directive 215.9 Amended, Contractor Responsibility Program. Agency Head Responsibility:  Approve or disapprove the recommendation for selection of the highest scoring Offeror for contract negotiations. Reference: Management Directive 215.9 Amended, Contractor Responsibility Program. Recommendation for Contractor Selection Memorandum (Sample Letter) 2 05/27/10
    • RFP PLAYBOOK Contract Negotiations Negotiations with the selected Offeror may include the technical proposal, terms and conditions and cost. The Offeror may change its proposal (i.e. its suggested approach to a problem), but the RFP requirements may NOT be changed. Although the COPA will consider objections and additions to the terms and conditions, it does not have to accept them. The Issuing Officer Responsibility: • Send a Notice of Selection for Contract Negotiations (Sample Letter) to the selected Offeror. • Designate the Negotiating Team, to include Issuing Office legal counsel and individuals with technical, contracting, fiscal, negotiating expertise as needed. • Invite BMWBO and Comptroller to participate as a member of the team if appropriate or advantageous to the negotiation Negotiating Team Responsibility: • Prepare for negotiations: o The Lead Negotiator is responsible for the overall conduct of the negotiations. o The team should prepare techniques, including logical presentation of facts, data, and arguments, to use in the negotiation. Ensure there is a clear mutual understanding of the statement of work. Agree on the inclusion of all required contract provisions and required clauses. o Determine a fair and reasonable cost estimate/benchmark. o The strategy should consider the long-range effect on the mutual relationship of the Agency and the Offeror to be reflected in the contract. Lead Negotiator Responsibility: • Conduct the negotiations. • Consult with Issuing Office legal counsel to determine the appropriate course of action, if COPA and the Offeror cannot reach a final, mutual agreement. References: Notice of Selection for Contract Negotiations (Sample Letter) 2 05/27/10
    • RFP PLAYBOOK Contract Execution Upon completion of the negotiations, the contract document will be prepared for signatures. All contracts require the approval of the Agency Head, and Agency Legal. Contracts resulting from RFPs not created through SRM Document Builder or that contain non- standard negotiated terms and conditions also require the approval of the Comptroller, the Office of General Counsel and the Attorney General. Issuing Officer Responsibility: • Prepare the contract and send to the selected Offeror for signature. • Input the Contract in SRM for electronic approval by the COPA. • Circulate the paper contract for COPA approval signatures, if not in SRM. • Send the fully-executed contract to the Selected Offeror. • All of the following should occur when the Commonwealth receives the signed, negotiated contract from the selected offeror and it is ready for Commonwealth signature/approvals: o Start the Commonwealth execution/approval process o Send out Notice of Non-Award letters to the unsuccessful offerors o Post the signed Recommendation for Selection Memorandum to Awards section of eMarketplace o Schedule any requested debriefings promptly o Only if a specific request is made under the RTKL, release unsuccessful and the successful proposals (redacted) and a copy of the final contract (redacted; at this point only signed by the vendor) • The contract (generally incorporating the successful proposal) once fully approved by the Commonwealth is then posted on eMarketplace and Treasury's website. • If a paper contract is executed, provide copies to Agency Comptroller, and Treasury Department, if applicable. Reference: Notice of Non-Award(Sample Letter) eMarketplace Web site Request to Advertise Instructions 2 05/27/10
    • RFP PLAYBOOK Debriefing A debriefing occurs when non-selected Offerors request information regarding their non- selection for contract negotiations. Issuing Officer Responsibility: • Arrange a debriefing conference. o The Issuing Officer shall schedule and conduct the debriefing. • Ensure the information given during a debriefing conference is factual and precise. Write the debriefing beforehand (Debriefing template) and review with the Offeror during the debriefing conference. The Evaluation Committee should participate in drafting the written debriefing notes that will be read to the Offeror, though it is not required that members of the Evaluation Committee be present at the debriefing conference. o The Issuing Officer may provide a copy of the debriefing notes to the Offeror. o It is in the Issuing Officer’s best interest to record all questions asked and responses given during the briefing. • Not compare the Offeror to another Offeror, nor should any cost information from any of the other Offeror’s proposals be given. • The Offeror can, and should, be advised of the ranking of the Offeror’s proposal in relation to the proposals submitted by other Offerors for each of the three major selection criteria (technical, cost, and disadvantaged business). If the debriefing occurs after award has been made, provide the Offerors with the Recommendation for Contractor Selection memorandum in accordance with DGS open records policy stated on the DGS Website. . If award has not been made do not inform the Offerors of their actual scores. • Not disclose other proposals to the non-selected Offeror at the debriefing. All other proposals shall remain confidential during the debriefing unless the debriefing occurs after the award of the contract. o Only if a specific request is made under the RTKL, release the unsuccessful and the successful proposals (redacted) and a copy of the final contract (redacted; but at this point only signed by the vendor). References: Debriefing template 2 05/27/10
    • RFP PLAYBOOK Appendix RFP Process Flowchart Playbook Visio Flow Chart.doc Delegation Request Request for Delegation Form BOP-003 Part 1, Chapter 7 (Procurement Handbook) Initial Preparation Kick Off Meeting Presentation Responsibility of Evaluation Committee Members http://www.dgsweb.state.pa.us/mbewbe/VendorSearch.aspx Confidentiality Statement and No Conflict Form Timeline template (Sample 1): In MS Excel (Sample 2): In MS Project (Sample 3): In MS Excel (Task List & Days to accomplish) (Sample 4) MS Word (Sample 5) Excel (Long Version) Request for Proposal Format (Paper RFP) Requirements (Responsive) Checklist Evaluation Committee Confidentiality Statement and No Conflict Form Responsibility of Evaluation Committee Members Requirements (Responsive) Checklist Statement of Work Statement of Work Guide (IT Related) Weight Setting & Evaluation Criteria RFP Technical Scoring Flowchart.vsd RFPScoringCategoryGuide.xls MasterScoringSheet.xls RFP Approval Process RTA - Request to Advertise Request to Advertise Instructions eMarketplace Web site 2 05/27/10
    • RFP PLAYBOOK Questions & Answers Pre-proposal Conference Questions Pre-proposal Conference Guide Solicitation Addendum Form (Former Flyer for Posting) Request to Advertise Instructions eMarketplace Web site Pre-Proposal Conference Pre-proposal Conference Guide (Sample Agenda) eMarketplace Web site Pre-proposal Conference Questions.doc Solicitation Addendum Form (Former Flyer for Posting) DB Handout DB Presentation DB Presentation (Detailed) Receipt of Proposals Requirements Responsive checklist (Template) BMWBO Standard Cover letter Proposal Sign out Sheet MasterScoringSheet.xls Review Proposals Discussion for Clarification (Sample letter) Corporate Reference Questionnaire Project Director and Key Personnel Reference Questionnaire Project Manager Evaluation Form Reference Check Questionnaire Guidelines for scoring DWU MasterScoringSheet.xls BAFO & Pre-Selection Process Best and Final Offer Sample Letter Procurement Handbook Part 1, Chapter 6, B.9e. Recommendations for Selection for Negotiations Management Directive 215.9 Amended, Contractor Responsibility Program. Recommendation for Contractor Selection Memorandum (Sample Letter) Contract Negotiations Notice of Selection for Contract Negotiations (Sample Letter) 2 05/27/10
    • RFP PLAYBOOK Contract Execution Notice of Non-Award (Sample Letter) eMarketplace Web site Request to Advertise Instructions Debriefing Debriefing template Additional Documents: Domestic Workforce Utilization Certification.doc COSTARS Program Questionnaire.doc Evaluation of Contractor Performance (Sample Format).doc Proposal Cover Sheet.doc RFI Samples RFI Workbook RFI Example RFI (Sample 1) 2 05/27/10