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  1. 1. Preparing an RFP Don Dugan Director Collection Support & Reporting NYSHESC
  2. 2. Preparing an RFP <ul><li>RFP Purpose </li></ul><ul><ul><li>Enter into a collections contract with a qualified firm for the collection of defaulted student loans. </li></ul></ul><ul><li>RFP Background </li></ul><ul><ul><li>New York State Higher Education Services Corporation is a state agency responsible for the origination and collection of student loans. HESC awards on an annual basis over $6 Billion in financial aid to residents of New York and students attending schools in New York State. </li></ul></ul>
  3. 3. Preparing an RFP <ul><li>RFP Terms and Definitions </li></ul><ul><li>RFP Schedule </li></ul><ul><ul><li>Provide a schedule of dates including issuance of RFP, bidders conference, due date for bidders questions, date response to the questions will be provided, submittal date of proposal, date evaluation completed, date of anticipated contract/award. </li></ul></ul><ul><li>RFP Scope of Work </li></ul><ul><ul><li>Bidder is responsible for collection of defaulted student loans </li></ul></ul><ul><ul><li>If delinquent activities to be included must state in proposal </li></ul></ul>
  4. 4. Preparing an RFP <ul><li>RFP General Requirements </li></ul><ul><ul><li>Proposal Response - written response to be received by 3:00PM EST on XX Date </li></ul></ul><ul><ul><ul><li>Original and five copies mailed to the attention of Mary Smith, Manager of Contracts Management </li></ul></ul></ul><ul><ul><li>Proposal Presentation - must submit 5 copies and original </li></ul></ul><ul><ul><ul><li>Must be signed by Chief Executive Officer </li></ul></ul></ul><ul><ul><ul><li>Bidders will be required to make oral presentation if selected </li></ul></ul></ul>
  5. 5. Preparing an RFP <ul><li>RFP General Requirements (Con’t) </li></ul><ul><ul><li>Oral Presentation </li></ul></ul><ul><ul><ul><li>If required what are the requirements of the bidder </li></ul></ul></ul><ul><ul><li>Financials </li></ul></ul><ul><ul><ul><li>Bidder must provide last three years audited financial statements </li></ul></ul></ul><ul><ul><ul><li>Bidder must provide proof of insurance in the amount of $$ </li></ul></ul></ul>
  6. 6. Preparing an RFP <ul><li>RFP Specific Requirements </li></ul><ul><ul><li>Experience and Qualifications </li></ul></ul><ul><ul><ul><li>Company </li></ul></ul></ul><ul><ul><ul><li>Staff </li></ul></ul></ul><ul><ul><li>Debt Collection </li></ul></ul><ul><ul><ul><li>Accept Credit Card Payments </li></ul></ul></ul><ul><ul><ul><li>Provide monthly statements to payers </li></ul></ul></ul><ul><ul><ul><li>Provide quarterly statements to non-payers </li></ul></ul></ul><ul><ul><ul><li>IRS 1099 and IRS 1098 Statements </li></ul></ul></ul><ul><ul><ul><li>Administrative Wage Garnishment </li></ul></ul></ul><ul><ul><ul><ul><li>Non compliant employers </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Conduct Hearings </li></ul></ul></ul></ul>
  7. 7. Preparing an RFP <ul><li>RFP Specific Requirements (Con’t) </li></ul><ul><ul><ul><li>Subcontractors must be pre-approved </li></ul></ul></ul><ul><ul><ul><li>Payment remittance </li></ul></ul></ul><ul><ul><ul><li>Lockbox operation </li></ul></ul></ul><ul><ul><ul><li>Referral confirmation </li></ul></ul></ul><ul><ul><ul><li>References </li></ul></ul></ul><ul><ul><ul><li>Cost </li></ul></ul></ul><ul><li>RFP Technical Requirements </li></ul><ul><ul><ul><li>File Transfer Requirements </li></ul></ul></ul><ul><ul><ul><li>Access to Contractor System </li></ul></ul></ul><ul><ul><ul><li>Telecommunications </li></ul></ul></ul>
  8. 8. Preparing an RFP <ul><li>RFP Evaluation and Award Criteria </li></ul><ul><ul><li>Listing of Evaluation Criteria </li></ul></ul><ul><ul><ul><li>Initial Screening </li></ul></ul></ul><ul><ul><ul><li>Ability to Meet Requirements </li></ul></ul></ul><ul><ul><ul><li>Administrative Burden </li></ul></ul></ul><ul><ul><ul><li>Cost </li></ul></ul></ul><ul><ul><ul><li>References </li></ul></ul></ul>
  9. 9. Preparing an RFP <ul><ul><li>Description of Evaluation Criteria </li></ul></ul><ul><ul><ul><li>Initial Screening </li></ul></ul></ul><ul><ul><ul><ul><li>Pass/Fail </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Response received by deadline </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Response received in required format </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Response included all financial data </li></ul></ul></ul></ul></ul><ul><ul><ul><li>Ability to Meet Requirements </li></ul></ul></ul><ul><ul><ul><ul><li>Evaluation that the Bidder’s proposal demonstrates ability to meet the RFP requirements. </li></ul></ul></ul></ul>
  10. 10. Preparing an RFP <ul><ul><ul><li>Administrative Burden </li></ul></ul></ul><ul><ul><ul><ul><li>Any burden that is inherent in the services as proposed by the Bidder </li></ul></ul></ul></ul><ul><ul><ul><li>Cost </li></ul></ul></ul><ul><ul><ul><ul><li>Total cost proposed by the Bidder for each category or function </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Some RFP may eliminate cost by defining payment </li></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Collections at 10% Commission </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Consolidations at 4% Commission </li></ul></ul></ul></ul></ul><ul><ul><ul><li>References </li></ul></ul></ul><ul><ul><ul><ul><li>Information as required under requirements </li></ul></ul></ul></ul>
  11. 11. Preparing an RFP <ul><li>Unique Conditions </li></ul><ul><ul><li>State of New York requires specific Appendices </li></ul></ul><ul><ul><ul><li>Standard Clauses for All NYS Contracts </li></ul></ul></ul><ul><ul><ul><li>EEO for Minorities and Women </li></ul></ul></ul><ul><ul><ul><li>Governing Law will be New York law except for Federal supremacy </li></ul></ul></ul><ul><ul><ul><li>Tropical Hardwoods </li></ul></ul></ul><ul><ul><ul><li>MacBride Fair Employment Principles </li></ul></ul></ul>
  12. 12. Preparing an RFP <ul><ul><li>Contract Reporter (CR) </li></ul></ul><ul><ul><ul><li>All New York Bids must be listed in the CR </li></ul></ul></ul><ul><ul><ul><li>A minimum of 15 business days must elapse between publication and due date of the proposal </li></ul></ul></ul><ul><ul><ul><li>www.nyscr.org </li></ul></ul></ul>
  13. 13. Responding to RFPs David Yim Vice President DCS, a Performant Company
  14. 14. Read & Understand the RFP <ul><li>What is the RFP’s main objective? </li></ul><ul><li>Is there a hidden secret? </li></ul><ul><li>Yes there are stupid questions! </li></ul>
  15. 15. Find the Breadcrumbs <ul><li>Strategize </li></ul><ul><li>Prioritize </li></ul><ul><li>Mobilize </li></ul>
  16. 16. No Brainers? <ul><li>Is it a winner? </li></ul><ul><li>Consider the reader </li></ul><ul><li>Don’t serve leftovers </li></ul><ul><li>The truth shall set you free </li></ul><ul><li>There are no mulligan's </li></ul>
  17. 17. Helpful Hints <ul><li>Best due date </li></ul><ul><li>Reduce the Q & A volume </li></ul><ul><li>Is it really needed? </li></ul><ul><li>Share evaluation criteria </li></ul>
  18. 18. Evaluating an RFP Kelly Harrison Director Training & Development Florida Dept. of Education, OSFA
  19. 19. Evaluating an RFP <ul><li>Items being evaluated </li></ul><ul><li>Ability to follow directions </li></ul><ul><li>Adherence to the process </li></ul><ul><li>Meeting the RFP requirements </li></ul>
  20. 20. Evaluating an RFP <ul><li>Ability to follow directions </li></ul><ul><li>Adherence to the process </li></ul><ul><ul><li>Pass/Fail </li></ul></ul><ul><ul><li>Deadlines/timeframes met </li></ul></ul><ul><ul><li>Response prepared properly (format) </li></ul></ul><ul><ul><li>All required documentation present </li></ul></ul><ul><ul><ul><li>Including state or agency specific requirements </li></ul></ul></ul>
  21. 21. Evaluating an RFP <ul><li>Meeting the RFP requirements </li></ul><ul><ul><li>Develop a scoring model </li></ul></ul><ul><ul><ul><li>Assign point values based on section importance </li></ul></ul></ul><ul><ul><ul><li>100 point scales are commonly used </li></ul></ul></ul><ul><ul><ul><li>Develop a detailed “score sheet” </li></ul></ul></ul><ul><ul><ul><li>Apply consistently </li></ul></ul></ul>
  22. 22. Evaluating an RFP <ul><li>Scoring Model – Example: </li></ul><ul><ul><li>Management Plan = 35 points </li></ul></ul><ul><ul><li>Technical Plan = 10 points </li></ul></ul><ul><ul><li>Work Plan = 10 points </li></ul></ul><ul><ul><li>References = 20 points </li></ul></ul><ul><ul><li>Cost = 25 points </li></ul></ul>
  23. 23. THANK YOU! Please be sure to complete your conference evaluation forms after the conference!