How to develop an effective  STATEMENT OF WORK NMPPA Best Practices Training  by Terry Davenport Second Edition, 2005
You Will Learn The components of an effective statement of  work. Why the components are necessary.  Preparation and writi...
You Will Learn How to evaluate the quality of specifications and  RFP’s obtained from a specification libraries or from ot...
You Will Learn How to write for clarity and completeness with examples. The how and why of contractual protections.  How t...
You Will Learn How to improve collaboration between the buyer and the program personnel who will use the desired product o...
Purpose    If I just knew what the buyers needed, I would give it to them!     Not only what but why buyers need the infor...
Purpose    Take the mystery and most of the misery out of your procurement processes.     Make more efficient use of every...
Purpose Why this class?     Program staff own (are responsible for) the content of a public solicitation. Purpose; Continu...
Purpose Who writes the SOW?  The buyer completes the SOW development and adds the process. Purpose; Continued Program staf...
Let’s Get Started Statement of Work (SOW) Resource Guide  SOW Worksheets  Let’s Get Started; Begin
The Statement of Work Is the Foundation for Every Public Solicitation. It requires a complex interaction between the progr...
A properly developed statement of work represents 80% of a successful public solicitation. The remaining 20% is  just mech...
TABLE OF CONTENTS  General Considerations Invitation For Bids SOW Resource Guide; Overview Request For Proposals Getting S...
SOW Resource Guide  List of Questions for Developing the  SOW Example Contractual Provisions SOW Resource Guide; Overview ...
General   Considerations What are the components  of the SOW? SOW Resource Guide; General Considerations Introduction/Back...
General   Considerations Definitions SOW Resource Guide; General Considerations Acceptable Brands List By Type of Solicita...
Guiding Principles Clarity – Plain   Meaning Rule Invite Competition Industry Participation Do’s and Don’ts – Let’s review...
Getting Started Chapter two begins at page 7.
Market Research Someone has to do it! Who is the  best choice? Why not you? Getting Started; Market Research Determine Com...
Introduction/Background Why the Work/Products Are Needed Getting Started; Introduction/Background Relation to Other/Future...
Purpose/Objectives Getting Started; Purpose/Objectives Be  SMART Specific Measurable Realistic Attainable Time - limited
Examples Getting Started; Purpose/Objective Examples The objective of this work is to develop project management training ...
Scope of the Solicitation Getting Started; Scope of Solicitation Define the Boundaries- In or Out  of Scope – Options such...
Examples Getting Started; Scope of Solicitation Examples Upon expiration of the initial contract term, the contract may  b...
Invitation For Bids Chapter three begins on page 11.
Bid Specifications Invitation For Bids; Specifications Performance vs Design Establish Minimum Quality All Specifications ...
Writing Tips Bid Specifications; Writing Tips Shorten sentence length.  Use simple sentence construction. Use   active voi...
Request For Proposals Chapter four begins on page 14
RFP Specifications Request For Proposals; RFP Specifications Is the Specification Mandatory or Desirable? What is the Offe...
Example Request For Proposals; RFP Specifications Example Offerors  must  submit a statement of relevant experience. The  ...
RFP Best Practice RFP Specifications; Link To Contract Scope Specifications May Reference Contract Scope of Work Should Re...
Examples RFP Specifications; Link To Contract Scope Examples Offerors must provide in their proposals a written narrative ...
Writing Tips RFP Specifications; Writing Tips Can I evaluate what I will receive?  How will I evaluate what I will receive?
Contract Scope of Work Chapter five begins on page 17
Scope of Work What is to be done? Scope of Work; Overview/Checklist What are the deliverables ?  Who is going to do it? Wh...
Duties and Responsibilities Define In-house Resources Scope of Work; Duties and Responsibilities Facilities and Equipment ...
Time Frame Always specify the number of calendar or work days Scope of Work; Time Frame Examples: Specific date Ten calend...
Tasks Structured by Milestone Scope of Work; Tasks Structured by Deliverable   Structured by Process e.g. All work require...
Deliverables Tangible Products: Hardware, Data, Written Report, Installation Completed Scope of Work; Time Frame Less Tang...
Best Practice - Example Contractor agrees to submit for  approval a project plan within ten (10) calendar days of contract...
CHECK POINT <ul><li>Let’s review the checkpoint list in the  Resource Guide together, page 20. </li></ul>
CONTRACT PROTECTIONS Please turn to Appendix B of the Resource Guide, Example Contractual Provisions, and read them as eac...
Contract Protections Agreement Administration Acceptance Prior To Payment Acceptance Testing Contract Protections Change O...
Contract Protections Patent, Copyright Trade Secret Indemnification Performance Bond Performance Measures Demo Benchmark T...
Contract Protections Software Source Code Escrow Warranties: Uniform Commercial Code Merchantability Fitness For a Particu...
Appendix A Appendix A; List of SOW Development Questions, Key Words and Phrases to be Avoided A list of questions for deve...
Appendix C THE WORKSHEETS The worksheets begin on page 41.
Purpose Worksheets, Purpose  Provide a communication bridge between the program personnel and the Purchasing Division. Pro...
SOW Prep Instructions Worksheets; Prep Instructions Statement of intent When and What  to file   Invitation for bids forma...
The What Worksheets; The What  Bid/RFP Meeting Coversheet/checklist Bid Specification Worksheet   RFP Worksheet
Appendix D  Invitation For Bids; Examples Lets review the examples found in the Resource Guide beginning on page 45.
Examples Invitation For Bids; Examples Overhaul of Four Pennsylvania Process Gas Compressors – Orange County Sanitation Di...
Examples Invitation For Bids; Examples Pratt & Whitney Turbo Prop Engine With Test Stand This example is found on page 55
Examples Invitation For Bids; Examples Example Design Specification – Lift Truck This example is found on page 58
Example RFP Paragraphs RFP Paragraphs; Examples Purpose and objective in a single paragraph (Page 60) Background Informati...
Example Coversheet Coversheet; Example Coversheet Example Statement of  Work Coversheet – Meeting Checklist The example co...
You Will Learn The components of an effective statement of  work. Why the components are necessary.  Preparation and writi...
You Will Learn How to write for clarity and completeness with examples. The how and why of contractual protections.  How t...
You Will Learn How to improve collaboration between the buyer and the program personnel who will use the desired product o...
<ul><li>Useful Training CD </li></ul><ul><li>Public Sector Procurement Demystified </li></ul><ul><li>by Jim O’Neill.  (90 ...
THANK YOU <ul><li>Comments and/or  recommendations for </li></ul><ul><li>improvement of the presentation and the </li></ul...
<ul><ul><li>This PowerPoint may  be reproduced in </li></ul></ul><ul><ul><li>whole or in part for NMPPA training events . ...
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  1. 1. How to develop an effective STATEMENT OF WORK NMPPA Best Practices Training by Terry Davenport Second Edition, 2005
  2. 2. You Will Learn The components of an effective statement of work. Why the components are necessary. Preparation and writing tips for each component. Purpose
  3. 3. You Will Learn How to evaluate the quality of specifications and RFP’s obtained from a specification libraries or from other governmental entities. Purpose
  4. 4. You Will Learn How to write for clarity and completeness with examples. The how and why of contractual protections. How to improve the quality and timeliness of statement of work preparation. Purpose
  5. 5. You Will Learn How to improve collaboration between the buyer and the program personnel who will use the desired product or services. Purpose
  6. 6. Purpose   If I just knew what the buyers needed, I would give it to them!    Not only what but why buyers need the information. Purpose; Continued
  7. 7. Purpose   Take the mystery and most of the misery out of your procurement processes.    Make more efficient use of everyone’s time. Purpose; Continued
  8. 8. Purpose Why this class?    Program staff own (are responsible for) the content of a public solicitation. Purpose; Continued   Buyers own (are responsible for) the procurement process.
  9. 9. Purpose Who writes the SOW? The buyer completes the SOW development and adds the process. Purpose; Continued Program staff initiates the SOW development.
  10. 10. Let’s Get Started Statement of Work (SOW) Resource Guide SOW Worksheets Let’s Get Started; Begin
  11. 11. The Statement of Work Is the Foundation for Every Public Solicitation. It requires a complex interaction between the program personnel who are the users of the products and/or services and the buyer.
  12. 12. A properly developed statement of work represents 80% of a successful public solicitation. The remaining 20% is just mechanics.
  13. 13. TABLE OF CONTENTS General Considerations Invitation For Bids SOW Resource Guide; Overview Request For Proposals Getting Started Contract Scope of Work Contract Protections
  14. 14. SOW Resource Guide List of Questions for Developing the SOW Example Contractual Provisions SOW Resource Guide; Overview Examples Agency Worksheets
  15. 15. General Considerations What are the components of the SOW? SOW Resource Guide; General Considerations Introduction/Background Objectives/Purpose Contract Protections Scope of Solicitation Bid or RFP Specifications Contract Scope of Work
  16. 16. General Considerations Definitions SOW Resource Guide; General Considerations Acceptable Brands List By Type of Solicitation On Server – Who Builds? Bid Specification Design Specification RFP Specification Statement of Work Performance/ Functional Specification Bidder/Offeror
  17. 17. Guiding Principles Clarity – Plain Meaning Rule Invite Competition Industry Participation Do’s and Don’ts – Let’s review them. Guiding Principles
  18. 18. Getting Started Chapter two begins at page 7.
  19. 19. Market Research Someone has to do it! Who is the best choice? Why not you? Getting Started; Market Research Determine Commercial Availability Potential Bidders/Offerors Determine Usual or Warranty Terms Determine Terms and Conditions for Delivery Determine Typical Market Prices and Discount Schedules Determine Product Reliability The Only Way to Gain Equal Footing with Bidders or Offerors
  20. 20. Introduction/Background Why the Work/Products Are Needed Getting Started; Introduction/Background Relation to Other/Future Projects Relation to Mission and/or Goals Legal Basis of SOW Key Terms Description of Work Location Other Useful Information – What if you were preparing the response ?
  21. 21. Purpose/Objectives Getting Started; Purpose/Objectives Be SMART Specific Measurable Realistic Attainable Time - limited
  22. 22. Examples Getting Started; Purpose/Objective Examples The objective of this work is to develop project management training materials and to train twenty-five designated District personnel by December 31, 2005. The objective of this work is to undertake a feasibility study to determine technical and economical feasibility of _________ by December 31, 2005.
  23. 23. Scope of the Solicitation Getting Started; Scope of Solicitation Define the Boundaries- In or Out of Scope – Options such as maintenance, etc. What I Intended Doesn’t Count Potential Reward for Superior Performance Optional renewals – Greater Value
  24. 24. Examples Getting Started; Scope of Solicitation Examples Upon expiration of the initial contract term, the contract may be renewed for three(3) addition one-year terms of portions thereof. There shall be no contract extensions or renewals.
  25. 25. Invitation For Bids Chapter three begins on page 11.
  26. 26. Bid Specifications Invitation For Bids; Specifications Performance vs Design Establish Minimum Quality All Specifications are Mandatory Don’t Forget Shipping, Installation and Delivery Requirements Encourage Standard or Commercial Items Acceptable Brands List
  27. 27. Writing Tips Bid Specifications; Writing Tips Shorten sentence length. Use simple sentence construction. Use active voice, task oriented statements, e.g. “ Contractor Shall” Be consistent .
  28. 28. Request For Proposals Chapter four begins on page 14
  29. 29. RFP Specifications Request For Proposals; RFP Specifications Is the Specification Mandatory or Desirable? What is the Offeror to Propose, Provide or Describe? What Parameters Apply? What Constitutes and Acceptable Response?
  30. 30. Example Request For Proposals; RFP Specifications Example Offerors must submit a statement of relevant experience. The documentation submitted should thoroughly describe how services have been supplied for similar contracts to the one being offered through this solicitation.
  31. 31. RFP Best Practice RFP Specifications; Link To Contract Scope Specifications May Reference Contract Scope of Work Should Require a Project Plan Whenever Possible
  32. 32. Examples RFP Specifications; Link To Contract Scope Examples Offerors must provide in their proposals a written narrative describing how they propose to render the services described in the Contract Scope of Work. Project Plan Specification in the Resource Guide.
  33. 33. Writing Tips RFP Specifications; Writing Tips Can I evaluate what I will receive? How will I evaluate what I will receive?
  34. 34. Contract Scope of Work Chapter five begins on page 17
  35. 35. Scope of Work What is to be done? Scope of Work; Overview/Checklist What are the deliverables ? Who is going to do it? When is it going to be done? How will it be done? How will you tell when it is done? How much will it cost? (from contractors proposal)
  36. 36. Duties and Responsibilities Define In-house Resources Scope of Work; Duties and Responsibilities Facilities and Equipment Contract Administration – Authority Acceptance Payment Authorization
  37. 37. Time Frame Always specify the number of calendar or work days Scope of Work; Time Frame Examples: Specific date Ten calendar days after receipt Within “X” calendar days of the contract effective date.
  38. 38. Tasks Structured by Milestone Scope of Work; Tasks Structured by Deliverable Structured by Process e.g. All work required to develop, manufacture and field test.
  39. 39. Deliverables Tangible Products: Hardware, Data, Written Report, Installation Completed Scope of Work; Time Frame Less Tangible: Meeting Facilitator, Custodial Services, or Training Deliverables should be: Specific Clear submission instructions Clearly defined manner and standards for acceptance
  40. 40. Best Practice - Example Contractor agrees to submit for approval a project plan within ten (10) calendar days of contract execution. Scope of Work; Examples Contractor agrees to perform work in accordance with the approved project plan.
  41. 41. CHECK POINT <ul><li>Let’s review the checkpoint list in the Resource Guide together, page 20. </li></ul>
  42. 42. CONTRACT PROTECTIONS Please turn to Appendix B of the Resource Guide, Example Contractual Provisions, and read them as each is described.
  43. 43. Contract Protections Agreement Administration Acceptance Prior To Payment Acceptance Testing Contract Protections Change Orders Copyright/Intellectual Property Licensing Liquated Damages Arbitration
  44. 44. Contract Protections Patent, Copyright Trade Secret Indemnification Performance Bond Performance Measures Demo Benchmark Testing System Availability Contract Protections Quality Control/Quality Assurance (From Contractor) Retainage Performance-Based Payments
  45. 45. Contract Protections Software Source Code Escrow Warranties: Uniform Commercial Code Merchantability Fitness For a Particular Purpose Contract Protections
  46. 46. Appendix A Appendix A; List of SOW Development Questions, Key Words and Phrases to be Avoided A list of questions for developing the statement of work. Appendix A begins on page 26 Appendix A1 – Key Work Words (Page 31) Appendix A2 – Phrases to Be Avoided (Page 33)
  47. 47. Appendix C THE WORKSHEETS The worksheets begin on page 41.
  48. 48. Purpose Worksheets, Purpose Provide a communication bridge between the program personnel and the Purchasing Division. Provide the foundation for the development of SOW’s
  49. 49. SOW Prep Instructions Worksheets; Prep Instructions Statement of intent When and What to file Invitation for bids format and standard Terms and Conditions Template RFP and contract
  50. 50. The What Worksheets; The What Bid/RFP Meeting Coversheet/checklist Bid Specification Worksheet RFP Worksheet
  51. 51. Appendix D Invitation For Bids; Examples Lets review the examples found in the Resource Guide beginning on page 45.
  52. 52. Examples Invitation For Bids; Examples Overhaul of Four Pennsylvania Process Gas Compressors – Orange County Sanitation District
  53. 53. Examples Invitation For Bids; Examples Pratt & Whitney Turbo Prop Engine With Test Stand This example is found on page 55
  54. 54. Examples Invitation For Bids; Examples Example Design Specification – Lift Truck This example is found on page 58
  55. 55. Example RFP Paragraphs RFP Paragraphs; Examples Purpose and objective in a single paragraph (Page 60) Background Information Plans Past Performance Risk Management/Value Add Scope of Procurement Presentation and Demonstration Financial Stability/License Corporate/Personnel Experience
  56. 56. Example Coversheet Coversheet; Example Coversheet Example Statement of Work Coversheet – Meeting Checklist The example coversheet is found on page 64
  57. 57. You Will Learn The components of an effective statement of work. Why the components are necessary. Preparation and writing tips for each component. Purpose
  58. 58. You Will Learn How to write for clarity and completeness with examples. The how and why of contractual protections. How to improve the quality and timeliness of statement of work preparation. Purpose
  59. 59. You Will Learn How to improve collaboration between the buyer and the program personnel who will use the desired product or services. Purpose
  60. 60. <ul><li>Useful Training CD </li></ul><ul><li>Public Sector Procurement Demystified </li></ul><ul><li>by Jim O’Neill. (90 minutes) </li></ul><ul><li>http:// www.rfpmentor.com/demystified.html ONLY $195 </li></ul>
  61. 61. THANK YOU <ul><li>Comments and/or recommendations for </li></ul><ul><li>improvement of the presentation and the </li></ul><ul><li>Resource Guide are welcome as well as </li></ul><ul><li>additional example specifications from </li></ul><ul><li>your jurisdiction. Please email your </li></ul><ul><li>comments and examples to me at the </li></ul><ul><li>following address. </li></ul><ul><li>[email_address] </li></ul>
  62. 62. <ul><ul><li>This PowerPoint may be reproduced in </li></ul></ul><ul><ul><li>whole or in part for NMPPA training events . </li></ul></ul><ul><li>© Public Procurement Services, 2005 </li></ul><ul><li>27 Calle Cascabela </li></ul><ul><li>Santa Fe, New Mexico 87508 </li></ul>

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