This document provides guidance on evaluating Requests for Proposals (RFPs) for the Aviation Procurement Unit of Hartsfield-Jackson Atlanta International Airport. It discusses when to use an RFP approach, how to develop evaluation criteria and strategy, and an overview of the evaluation process. Key steps include identifying minimum qualifications, defining evaluation criteria, determining the cost-to-technical score ratio, distributing points among criteria, conducting reference checks and interviews, and documenting the evaluation. The goal is to conduct a fair evaluation that identifies the proposal that best meets the project needs.
This complete deck can be used to present to your team. It has PPT slides on various topics highlighting all the core areas of your business needs. This complete deck focuses on Bid Management PowerPoint Presentation Slides and has professionally designed templates with suitable visuals and appropriate content. This deck consists of total of thirty four slides. All the slides are completely customizable for your convenience. You can change the colour, text and font size of these templates. You can add or delete the content if needed. Get access to this professionally designed complete presentation by clicking the download button below. http://bit.ly/33wwQid
Jennifer Schaus & Associates, a Washington DC based consulting firm presents this session on US Federal Government Contracting.
TOPIC: FEDERAL Govt Contracting - Color Reviews For Successful Proposals
ASSOCIATED AUDIO FILE: https://youtu.be/h4Q9w9mn19U
EMAIL: JSchaus@JenniferSchaus.com
PHONE: 202-365-0598
LINKEDIN: https://www.Linkedin.com/in/jenniferschaus
ABOUT US: http://www.JenniferSchaus.com
SERVICES: Proposal Writing, Marketing, Sales, Biz Dev, SBA 8a Cert, GSA Schedules and more.
Please join Jennifer Schaus & Associates every Wednesday in 2019 for a complimentary Wednesday series. See the full recording on our YouTube Channel (https://youtu.be/yf9SVjdrwys). For more information about our federal contracting services please visit http://www.Jenniferschaus.com or contact us at 202-365-0598. Win more federal government contracts!
Presentation given at the UK-APMP 2008 conference \"Beyond Best Practice\".
The Red Team is the most universally regognised Proposal Management best practice, but it is just as universally broken. This workshop looks at how to get more value from the Red Team process and suggests an alternative approach to \'colour teams\' in general.
This complete deck can be used to present to your team. It has PPT slides on various topics highlighting all the core areas of your business needs. This complete deck focuses on Bid Management PowerPoint Presentation Slides and has professionally designed templates with suitable visuals and appropriate content. This deck consists of total of thirty four slides. All the slides are completely customizable for your convenience. You can change the colour, text and font size of these templates. You can add or delete the content if needed. Get access to this professionally designed complete presentation by clicking the download button below. http://bit.ly/33wwQid
Jennifer Schaus & Associates, a Washington DC based consulting firm presents this session on US Federal Government Contracting.
TOPIC: FEDERAL Govt Contracting - Color Reviews For Successful Proposals
ASSOCIATED AUDIO FILE: https://youtu.be/h4Q9w9mn19U
EMAIL: JSchaus@JenniferSchaus.com
PHONE: 202-365-0598
LINKEDIN: https://www.Linkedin.com/in/jenniferschaus
ABOUT US: http://www.JenniferSchaus.com
SERVICES: Proposal Writing, Marketing, Sales, Biz Dev, SBA 8a Cert, GSA Schedules and more.
Please join Jennifer Schaus & Associates every Wednesday in 2019 for a complimentary Wednesday series. See the full recording on our YouTube Channel (https://youtu.be/yf9SVjdrwys). For more information about our federal contracting services please visit http://www.Jenniferschaus.com or contact us at 202-365-0598. Win more federal government contracts!
Presentation given at the UK-APMP 2008 conference \"Beyond Best Practice\".
The Red Team is the most universally regognised Proposal Management best practice, but it is just as universally broken. This workshop looks at how to get more value from the Red Team process and suggests an alternative approach to \'colour teams\' in general.
Assessing Probability, Risk and Cost in Responses to U.S. Federal RFPsVisibleThread
VisibleThread CEO, Fergal McGovern and Phil Nesbitt, Director of Proposal Development for Artel LLC discussed Federal RFP structures, best practices for review and response and the findings of a qualitative survey of Federal procurement documents.
Paul Pinto, Managing Partner of Sylvan VI, and Barry Diamond, VP of Business Development at Pinstripe, share a new “do-it-yourself” RFP tool designed to give small-to-medium businesses the ability to better create and manage the RFP process when engaging a sourcing advisor is not an option. This online SAAS (software-as-a-service) tool incorporates industry best practices to guide companies through crafting insightful questions that will result in a better quality RFP as well as help facilitate the decision-making process.
SMEF2010 Request For Proposal Management Ask The Right Questions And Choos...Harold van Heeringen
Request For Proposal Management - Ask The Right Questions And Choose Wisely!
Paper published in the proceedings of the Software Measurement European Forum (Rome, june 2010)
Purpose: Apply industry best practices gained from ISO 9001, CMMI, and ITIL to improve your proposal management processes.
ITIL = Information Technology Infrastructure Library
ISO = International Organization for Standardization
CMMI = Capability Maturity Model Integrated
This briefing is an overview of the role of Capture Management and Capture Managers in Federal Government Business Development. I developed the briefing to address specific questions for a specific group of business owners.
PART 1 Search RFP solicitations - IT Related, and write an analys.docxkarlhennesey
PART 1: Search RFP solicitations - IT Related, and write an analysis on the selected RFP sections.
(NOTE: You are not responding to the RFP solicitation in Part 1; you are just analyzing the most important sections to prepare you for PART 2 of the course project)
Selected sections for the written analysis - and suggested length
RFP Summary ( Write a 1 page) This is usually taken from the instructions to bidders from the requestor or the instructions to bidders or in the scope and description of work.
Analyze the procurement statement of work (P-SOW) found in the RFP and why it is needed. (Write 2-3 pages )
Analyze the selection criteria and methodology use for selecting a winner proposal. (Write 1-2 pages )
Analyze the type of contract being used in the RFP. Is it a "fixed price" or a "cost plus" contract and white? (Write 1 pages )
The format of your entire analysis must use standard margins with 12-point font.
Your written analysis should be at a minimum of 4 to 6 pages, plus cover and reference page.
Resources: The PMBOK® Guide is a good starting point. Please be advised that considerable relevant material is also available on the Internet, so you might want to conduct a search for materials that may yield insights into the RFP development process. Use the RFP template from your PP1 assignment (Attached)
Procedures and deadline: The Part 1 RFP analysis should be prepared in a Microsoft Word format suitable for electronic transmission. Any resources used beyond the textbooks need to be cited in your document, including links to relevant websites. Be sure to include footnotes and a bibliography.
Submission details: All Part 1 documents must be submitted no later than the end of Week 3. Submit a copy of: the three RFP Solicitations you have research and selected, and 2) the analysis you developed.
Cover Page
RFP Summary
Analysis of the procurement statement of work (P-SOW) found in the research RFP
Analysis on the selection criteria and methodology use
Determine and discuss the type of contract being use in the RFP
MGMT408—Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement ...
Assessing Probability, Risk and Cost in Responses to U.S. Federal RFPsVisibleThread
VisibleThread CEO, Fergal McGovern and Phil Nesbitt, Director of Proposal Development for Artel LLC discussed Federal RFP structures, best practices for review and response and the findings of a qualitative survey of Federal procurement documents.
Paul Pinto, Managing Partner of Sylvan VI, and Barry Diamond, VP of Business Development at Pinstripe, share a new “do-it-yourself” RFP tool designed to give small-to-medium businesses the ability to better create and manage the RFP process when engaging a sourcing advisor is not an option. This online SAAS (software-as-a-service) tool incorporates industry best practices to guide companies through crafting insightful questions that will result in a better quality RFP as well as help facilitate the decision-making process.
SMEF2010 Request For Proposal Management Ask The Right Questions And Choos...Harold van Heeringen
Request For Proposal Management - Ask The Right Questions And Choose Wisely!
Paper published in the proceedings of the Software Measurement European Forum (Rome, june 2010)
Purpose: Apply industry best practices gained from ISO 9001, CMMI, and ITIL to improve your proposal management processes.
ITIL = Information Technology Infrastructure Library
ISO = International Organization for Standardization
CMMI = Capability Maturity Model Integrated
This briefing is an overview of the role of Capture Management and Capture Managers in Federal Government Business Development. I developed the briefing to address specific questions for a specific group of business owners.
PART 1 Search RFP solicitations - IT Related, and write an analys.docxkarlhennesey
PART 1: Search RFP solicitations - IT Related, and write an analysis on the selected RFP sections.
(NOTE: You are not responding to the RFP solicitation in Part 1; you are just analyzing the most important sections to prepare you for PART 2 of the course project)
Selected sections for the written analysis - and suggested length
RFP Summary ( Write a 1 page) This is usually taken from the instructions to bidders from the requestor or the instructions to bidders or in the scope and description of work.
Analyze the procurement statement of work (P-SOW) found in the RFP and why it is needed. (Write 2-3 pages )
Analyze the selection criteria and methodology use for selecting a winner proposal. (Write 1-2 pages )
Analyze the type of contract being used in the RFP. Is it a "fixed price" or a "cost plus" contract and white? (Write 1 pages )
The format of your entire analysis must use standard margins with 12-point font.
Your written analysis should be at a minimum of 4 to 6 pages, plus cover and reference page.
Resources: The PMBOK® Guide is a good starting point. Please be advised that considerable relevant material is also available on the Internet, so you might want to conduct a search for materials that may yield insights into the RFP development process. Use the RFP template from your PP1 assignment (Attached)
Procedures and deadline: The Part 1 RFP analysis should be prepared in a Microsoft Word format suitable for electronic transmission. Any resources used beyond the textbooks need to be cited in your document, including links to relevant websites. Be sure to include footnotes and a bibliography.
Submission details: All Part 1 documents must be submitted no later than the end of Week 3. Submit a copy of: the three RFP Solicitations you have research and selected, and 2) the analysis you developed.
Cover Page
RFP Summary
Analysis of the procurement statement of work (P-SOW) found in the research RFP
Analysis on the selection criteria and methodology use
Determine and discuss the type of contract being use in the RFP
MGMT408—Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement ...
How to Perfectly Construct an RFP in 8 StepsThe RFP (request for.docxpooleavelina
How to Perfectly Construct an RFP in 8 Steps
The RFP (request for proposal) is a document that describes project specific requirements and expectations to suppliers with the aim of getting proposed solutions from qualified companies or vendors. The document is helpful for suppliers to establish joint understanding of requirements for a project. The details of RFP depend on scope of the project (Wilkinson & Thorson, 1998). It might involve specific services, products, or outline the expected use of technology and the requirements for project implementation. This means that RFP should be well-conceived, concise, and well-written to attract good vendors. A poorly written RFP attract unsuitable vendors for the project. Ambiguous requirements prevent the qualified candidates from bidding properly. The RFP detail aspects of proposed requirement and what is expected of vendor in meeting the requirement. The final proposal and RFP when agreed become statement of work for contract (Wilkinson & Thorson, 1998). Let’s begin exploring how an RFP is constructed.
Calonico. S (2018) Kumulos.
1. Define company overview
This section of RFP helps managers contextualize decisions made in the project by considering whether they will be able to provide your company’s specific field with the appropriate material and/or services. It captures information about the organization, what it does and what it is currently doing. Further, the section should culture the uniqueness of the company. The company overview should tell reader about the company values. By describing the value, you are likely to get an organization which has value fit for processes and goals. It defines the reason for writing the RFP. When writing the RFP you are required to introduce the product, the requirements for the product, and the summary of the main points of your request. When defining the company overview, you must also consider including important details to support your request such as customers, clients, and revenue which will be used to raise capital, understand the competitors, and customers’ segments.
Mypcot. Company Overview
2. Define the project scope
The introduction section includes explanation of response evaluated. The section tells vendors what is expected, what the company wants, giving timetable for implementation, showing where the company wants to improve, changes predicated in the project, and specify deliverables.
Pmlinks. Project Management 101 – Project Scope
This section reminds the reader of the reason behind your company writing out the RFP. For instance, reason for introduction of new product or brand re-design. The scope shows what the project will solve and how the problem will be solved and the goals o ...
PROJ598—Contract and Procurement ManagementRFP Templat.docxleahlegrand
PROJ598—Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You are Writing a Comprehensive RFP
The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal
Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS
..
9
1.1. General Description of Work
.
9
1.2. What Must Be Included with Bid
.
9
1.3. Schedule of Bid Period Activities
.
9
1.4. Location of Work
.
10
1.5. Pre-Bid Meeting
.
10
1.6. Owner Contact for Questions
.
10
1.7. Pre-Award Surveys
.
10
1.8. Sealed Bid Requirements
.
10
1.9. Basis for Bid Evaluation
..
11
1.10. Ethical Standards
.
11
1.11. Responsibility for Surety Bonds
.
11
1.12. Proposal Format
11
1.13. List of Bidders
.
11
1.14. Letter of Acknowledgment
11
2. DESCRIPTION OF WORK
..
12
2.1. Engineering Contracts
.
12
2.2. Construction Contracts
.
13
3. PROPOSAL
..
13
3.1. Breakdown of Bid Price
.
14
3.2. Revisions and Extra Work
.
14
3.3. Escalation Formulas
.
14
3.4. Scheduled Completion Dates
.
14
3.5. List of Subcontractors
.
14
3.6. Key Supplier o.
An Inventory Control SystemYou sell seeds from a catalog, and bu.docxgalerussel59292
An Inventory Control System
You sell seeds from a catalog, and business has been blossoming. However, your inventory tracking system is inadequate. In high season, supply outages have been frequent, and customer complaints over delays have been increasing. You fear that your business will die on the vine unless something is done to improve things. You want to hire a management consultant to design a new inventory tracking system. This kind of work normally requires about 6 months worth of effort. It is now May. You need to issue an RFP for this work. The procurement will be for the design stage only—implementation may or may not be handled under a separate contract at a later date.
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these sixsections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You areWriting a Comprehensive RFP
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS9
1.1. General Description of Work9
1.2. What Must Be Included with Bid9
1.3. Schedule of Bid Period Activities9
1.4. Location of Work10
1.5. Pre-Bid Meeting10
1.6. Owner Contact for Questio.
Want to send out an RFP / RFI proposal but don't know how to write an RFP/RFI for LMS vendors?
We put together an LMS (Moodle | Mahara | Totara) RFP template for you.
CALL us now at +1 800 513 5902 to talk with an LMS expert today, EMAIL us at sales@paradisosolutions.com or CHAT by clicking on the bottom RIGHT side!
MGMT408—Contract and Procurement ManagementThe formats.docxjessiehampson
MGMT408—Contract and Procurement Management
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS9
1.1. General Description of Work9
1.2. What Must Be Included with Bid9
1.3. Schedule of Bid Period Activities9
1.4. Location of Work10
1.5. Pre-Bid Meeting10
1.6. Owner Contact for Questions10
1.7. Pre-Award Surveys10
1.8. Sealed Bid Requirements10
1.9. Basis for Bid Evaluation11
1.10. Ethical Standards11
1.11. Responsibility for Surety Bonds11
1.12. Proposal Format11
1.13. List of Bidders11
1.14. Letter of Acknowledgment11
2. DESCRIPTION OF WORK12
2.1. Engineering Contracts12
2.2. Construction Contracts13
3. PROPOSAL13
3.1. Breakdown of Bid Price14
3.2. Revisions and Extra Work14
3.3. Escalation Formulas14
3.4. Scheduled Completion Dates14
3.5. List of Subcontractors14
3.6. Key Supplier or Contractor Personnel14
3.7. Length of Time Bid Is Valid14
3.8. List of Bid Document Addenda Reviewed by Bidder14
3.9. Notice of Conflicts or Errors in Bid Documents14
3.10. Clarifications of Bids15
3.11. Bidder Signature15
4. SPECIFICATIONS AND DRAWINGS15
5..
PROJ598—Contract and Procurement ManagementRFP Template.docxbriancrawford30935
PROJ598—Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You are Writing a Comprehensive RFP
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS9
1.1. General Description of Work9
1.2. What Must Be Included with Bid9
1.3. Schedule of Bid Period Activities9
1.4. Location of Work10
1.5. Pre-Bid Meeting10
1.6. Owner Contact for Questions10
1.7. Pre-Award Surveys10
1.8. Sealed Bid Requirements10
1.9. Basis for Bid Evaluation11
1.10. Ethical Standards11
1.11. Responsibility for Surety Bonds11
1.12. Proposal Format11
1.13. List of Bidders11
1.14. Letter of Acknowledgment11
2. DESCRIPTION OF WORK12
2.1. Engineering Contracts12
2.2. Construction Contracts13
3. PROPOSAL13
3.1. Breakdown of Bid Price14
3.2. Revisions and Extra Work14
3.3. Escalation Formulas14
3.4. Scheduled Completion Dates14
3.5. List of Subcontractors14
3.6. Key Supplier or Contractor Personnel14
3.7. Length of Time Bid Is Valid14
3.8. List of Bid Document Addenda Reviewed by Bidder14
3.9. Notice of Conflicts or Errors i.
MGMT408—Contract and Procurement ManagementRFP TemplateMargenePurnell14
MGMT408—Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You are Writing a Comprehensive RFP
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS9
1.1. General Description of Work9
1.2. What Must Be Included with Bid9
1.3. Schedule of Bid Period Activities9
1.4. Location of Work10
1.5. Pre-Bid Meeting10
1.6. Owner Contact for Questions10
1.7. Pre-Award Surveys10
1.8. Sealed Bid Requirements10
1.9. Basis for Bid Evaluation11
1.10. Ethical Standards11
1.11. Responsibility for Surety Bonds11
1.12. Proposal Format11
1.13. List of Bidders11
1.14. Letter of Acknowledgment11
2. DESCRIPTION OF WORK12
2.1. Engineering Contracts12
2.2. Construction Contracts13
3. PROPOSAL13
3.1. Breakdown of Bid Price14
3.2. Revisions and Extra Work14
3.3. Escalation Formulas14
3.4. Scheduled Completion Dates14
3.5. List of Subcontractors14
3.6. Key Supplier or Contractor Personnel14
3.7. Length of Time Bid Is Valid14
3.8. List of Bid Document Addenda Reviewed by Bidder14
3.9. Notice of Conflicts or Errors i ...
MGMT408—Contract and Procurement ManagementRFP Template.docxbuffydtesurina
MGMT408—Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You are Writing a Comprehensive RFP
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS9
1.1. General Description of Work9
1.2. What Must Be Included with Bid9
1.3. Schedule of Bid Period Activities9
1.4. Location of Work10
1.5. Pre-Bid Meeting10
1.6. Owner Contact for Questions10
1.7. Pre-Award Surveys10
1.8. Sealed Bid Requirements10
1.9. Basis for Bid Evaluation11
1.10. Ethical Standards11
1.11. Responsibility for Surety Bonds11
1.12. Proposal Format11
1.13. List of Bidders11
1.14. Letter of Acknowledgment11
2. DESCRIPTION OF WORK12
2.1. Engineering Contracts12
2.2. Construction Contracts13
3. PROPOSAL13
3.1. Breakdown of Bid Price14
3.2. Revisions and Extra Work14
3.3. Escalation Formulas14
3.4. Scheduled Completion Dates14
3.5. List of Subcontractors14
3.6. Key Supplier or Contractor Personnel14
3.7. Length of Time Bid Is Valid14
3.8. List of Bid Document Addenda Reviewed by Bidder14
3.9. Notice of Conflicts or Errors i.
PROJ598—Contract and Procurement ManagementYou have to make .docxwkyra78
PROJ598—Contract and Procurement Management
You have to make only red Color indication part:-
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these sixsections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You areWriting a Comprehensive RFP
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your name
Your e-mail address
PM598—Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS9
1.1. General Description of Work9
1.2. What Must Be Included with Bid9
1.3. Schedule of Bid Period Activities9
1.4. Location of Work10
1.5. Pre-Bid Meeting10
1.6. Owner Contact for Questions10
1.7. Pre-Award Surveys10
1.8. Sealed Bid Requirements10
1.9. Basis for Bid Evaluation11
1.10. Ethical Standards11
1.11. Responsibility for Surety Bonds11
1.12. Proposal Format11
1.13. List of Bidders11
1.14. Letter of Acknowledgment11
2. DESCRIPTION OF WORK12
2.1. Engineering Contracts12
2.2. Construction Contracts13
3. PROPOSAL13
3.1. Breakdown of Bid Price14
3.2. Revisions and Extra Work14
3.3. Escalation Formulas14
3.4. Scheduled Completion Dates14
3.5. List of Subcontractors14
3.6. Key Supplier or Contractor Personnel14
3.7. Length of Time Bid Is Valid14
3.8. List of Bid Document Addenda Revi ...
The Art of Planning and Writing Specs and Requirements--ISM 2010 TanelThomas Tanel
One of the most difficult tasks that purchasers face is converting user or internal
customer needs to new specifications and requirements. For most, it’s easier said than done,
while others simply dread the thought of constructing a Statement of Work. Failure to develop
a properly defined scope of work, specification, or requirement may mean the solicitation will
need to be abandoned and repeated with corrections. Purchasers who are involved in putting
together specifications, requirements, or SOWs need to be aware that it is worth the
investment, time, and effort to create a high quality outcome. Thus, it is important that
purchasers understand the importance of good specifications and requirements, as well as
their contractual and practical significance. This proceeding will offer you practical techniques,
tools, and process methods for constructing effective specifications, requirements, and SOWs.
3. Table of Content
Introduction................................................................................ 1
Definition ................................................................................... 1
The RFP as a Solution .............................................................. 2
When to Use an RFP Approach?.................................................... 2
What is the Best Way to Handle Criteria for RFP Evaluations? ...... 3
How Do We Develop an Evaluation Strategy?................................ 3
What are Examples of Standard Criteria in a Technical Proposal?. 4
Overview of the Evaluation Process.......................................... 6
Standards of Conduct While Serving as an Evaluator..................... 6
What is Expected from Evaluation Committee Members? .............. 7
Oral Interviews ................................................................................ 7
Reference Checks .......................................................................... 8
Ensure Security and Confidentiality ................................................ 9
Approach to Evaluating Proposals .......................................... 10
Evaluation Scoring Guidelines ...................................................... 10
When is a Proposal Non-Responsive?.......................................... 11
Approach to Evaluating Technical Proposals................................ 11
Approach to Evaluating Cost Proposals........................................ 13
Consensus Evaluation and Scoring ........................................ 15
Benefits of Consensus Evaluation and Scoring ............................ 15
Preparing for the Consensus Evaluation Session......................... 15
Steps to the Consensus Scoring Evaluation Session ................... 16
Role of the Facilitator .................................................................... 16
Documentation Steps for Consensus RFP Evaluations ................ 17
Helpful Hints and Best Practices............................................. 18
Next Steps: The Recommendation ......................................... 18
Frequently Asked Questions ................................................... 19
4. T H E R F P A S A S O L U T I O N
1
Introduction
A Best Value Award is one which optimizes quality,
performance, cost, time, and efficiency in a fair
manner to the contractor community within the contract.
ids and quotes cannot always address the needs of the Department of
Aviation (DOA). Generic specifications may not be available or difficult or
impossible to draft and conventional evaluation for award based on lowest
cost bid may not get the product or service required. Many high tech
products and complex services cannot be obtained by conventional bidding. The
Request for Proposal (RFP) is a solicitation used for situations like these.
Definition
The RFP is a formal competitive sealed bid process. The RFP
outlines the requirements of the Business Unit by describing the
purpose, scope, description, minimum requirements or expectations, qualifications or
capability of the proposers, evaluation criteria, and other requirements. In the RFP
response, the vendor offers a solution for the particular need described in the RFP.
The RFP is evaluated according to predetermined weighted standards.
After completion of the RFP process negotiations may, in some circumstances, be
utilized to secure more advantageous terms or reduced cost.
Volume
1
B
5. R F P E V A L U A T I O N T R A I N I N G M A N U A L
The RFP as a Solution
When to Use an RFP Approach?
A successful Request for Proposals (RFP) requires much planning.
No two RFP’s are alike and preparing one can be a difficult task.
However, a well-written RFP can alleviate many problems. Business
Units are encouraged to involve the Aviation Procurement Unit
(APU) early in the development of the RFP. APU can provide
assistance and valuable advice.
The following are typical instances when an RFP is the best approach;
When the use of competitive sealed bidding is either not practible or not
advantageous to the DOA.
When we are not sure of the best solution and multiple options exist.
When performance-based incentive contracts are used.
When complex factors in addition to price are very important.
When there are several complex requirements.
When it is a new program/ project that has not been tested.
When it is desirable to find out if there are alternative options to what is
normally performed.
A RFP is one of several procurement tools. APU will work with the Business Unit
Project Manager to determine whether it is the best tool for the goods or services that
are needed. The Chief Procurement Officer (CPO), upon receiving recommendation
from APU and the Contracting Officer (CO), will ultimately determine if the RFP
process is appropriate.
NOTE:
The bid process is the default solicitation option.
6. T H E R F P A S A S O L U T I O N
3
What is the Best Way to Handle Criteria for RFP Evaluations?
It is important to identify all evaluation criteria and their relative importance, including
price, early in the RFP development stages. These criteria will be the only way to
properly evaluate the proposals and assure that the awarded proposals meets all the
requirements of the solicitation. Criteria not specified in the RFP cannot be used for
evaluating the proposals.
Begin by making a detailed list of the most important aspects of the services or goods
required, including cost. Each item on your list is a potential evaluation criterion.
Arrange the list in the sequence of what is most important.
Next, assign a point factor to each criterion based on its relative importance. The most
important items should be evaluated heavier and have more points available. Points
assigned to each criterion are included in the RFP. Including points makes offerors
aware of which items are relatively more important than others can influence an
offeror in the preparation of their RFP response.
All Evaluation Criteria MUST be established prior to the
issuance of the RFP.
Criteria should be clearly linked to desirable outcomes.
Be Clear and Concise in language to avoid confusion.
Evaluation Information MUST be documented, dated, and secured
throughout the evaluation process.
How Do We Develop an Evaluation Strategy?
The following should be considered in developing your evaluation strategy.
1. Identify (eliminating) Minimum Qualifications
These are requirements that a vendor must meet in order to accomplish the work
outlined in the RFP. They may include such things as proper licensing or
accreditation and special insurance or bonding. They are evaluated on a strictly
pass-or-fail basis. Make a list of the things that will be absolutely required for a
successful offeror to have in order to enter into a contract. Do not include
“desired” things or items that could be obtained by an offeror at a later time prior
to contract award. Generally, if an offeror fails on any portion of the mandatory
requirements, their proposal will be rejected, so put careful thought to this step.
2. Define Criteria
Develop Statement of Intent or Purpose and Scope of Work - The
Statement of Intent or Purpose is a description of the general type of
7. T H E R F P A S A S O L U T I O N
4
service or goods required. The Scope of Work is a general summary of the
work to be performed by a contractor. Developing these brief descriptions
first will assist you to begin organizing your thoughts and help you decide
on proper evaluation factors.
Decide importance of Oral Interviews/ Presentations - To properly
evaluate proposals, oral presentations may be scheduled to answer
questions for evaluation committee members. After consultation with the
CO, only those firms that are potentially acceptable are invited to
participate in oral presentations. The offeror’s original proposal cannot be
changed in any aspect at the oral presentation. The oral presentation is
only to allow offerors to clarify portions of their proposal.
Incorporate Reference Checks into Industry Experience - The
purpose of contacting references is to verify the corporate capabilities and
prior performance of the proponent and the qualifications of proposed
project personnel. Reference checks are made by telephone. The APU
Contracting Officer designated to assist the Evaluation Team will contact
the references identified by the proponent. The results of the reference
checks are compiled and provided to each evaluator to assist in scoring
specific criteria. All reference questions must be relevant to the scope. The
same questions must be asked to all references for all proponents and
should be structured to assist the evaluators as they review information
from each reference and to support follow-up questioning on selected
reference responses.
Decide importance of Site Visits –The purpose of the site visit is to
acquaint the vendors with the conditions under which the work must be
performed.
3. How important is Cost?: Cost to Technical Score Ratio;
4. Determine distribution of points among each criterion.
What are Examples of Standard Criteria in a Technical
Proposal?
The following are examples of standard criteria in a Technical Proposal.
I. Corporate Experience:
What are the proponents’ past performance and experience in similar
types of contracts?
What is the experience level of the essential subcontractors?
8. T H E R F P A S A S O L U T I O N
5
II. Project Organization and Staffing:
What is the staffing approach?
What are the qualifications and past performance of the personnel?
III. Implementation Approach:
What is the adequacy of their work breakdown structure/ project
management?
Is it Comprehensive? Reasonable?
Proposed Deliverables?
Preparation Plan?
IV. Operation/ Management Approach:
Plan for Regular/ Daily Operations?
Approach to Quality Control and Assurance?
What are the Commitments to Performance Standards?
What are the Plans for Maintenance?
What are the Contingency Procedures in the event of an emergency?
V. Corporate and General Capacity:
What is the overall capacity of the organization?
Do they have a plan to sufficiently staff the contract project?
How long has the company been operating?
What is the turnover ratio?
9. R F P E V A L U A T I O N T R A I N I N G M A N U A L
Overview of the Evaluation Process
Evaluation of the RFP responses is best accomplished in a team effort. The evaluation
committee is comprised of the evaluation team, the APU Contracting Officer and the
Department of Procurement (DOP) Contracting Officer as the Facilitator.
NOTE:
APU facilitates and coordinates processes between the Department of
Procurement and evaluators.
Rules and regulations that are applicable to the evaluation process must be followed
throughout the entire process. The following is a brief overview of the evaluation
process:
Evaluation committee members independently review proposals based upon
the specific evaluation criteria.
Technical and cost scores are assigned applying the designated evaluation
criteria.
Oral interviews are conducted, if necessary.
Negotiations are conducted with the winning proponent.
Standards of Conduct While Serving as an Evaluator
The evaluation team should be made up of individuals with varied talents and expertise
to assure impartiality. Team members need to be aware of the possibility of an
extended time commitment before agreeing to be a participant.
The following standards of conduct must be adhered to while serving as an evaluator:
No Conflicts of Interest
No solicitation or acceptance of gifts or anything of value
Integrity and Honesty during scoring and communications
Proper handling and discretion of all information; No Disclosure during
process
Practice Ethical Behavior
10. R F P E V A L U A T I O N T R A I N I N G M A N U A L
7
What is Expected from Evaluation Committee Members?
The evaluation committee members play a significant role in the decision to select a
contractor, which results in the award of a contract. Accordingly, it is imperative that
everyone understands what makes a good evaluation committee member. The
following are standards established by DOP and APU;
1. The member has knowledge or experience regarding the RFP subject matter.
2. The member has sufficient time to dedicate in order to effectively evaluate the
proposals.
Such time is dedicated to reading all proposal related materials
extensively.
Mandatory attendance to all evaluation-related meetings: trainings,
evaluation sessions, oral interviews, debriefings, criteria planning.
3. Conduct an independent review.
Identify potential deficiencies in a proposal that could result in a
determination of non-responsiveness or non-responsibility.
Limit communication regarding the RFP project to those DOA and
DOP staff who are directly assigned to the project.
4. Refrain from any communications with potential vendors/ contractors.
5. Determine whether or not oral interviews will be necessary.
Oral interviews should follow group discussions
Oral interviews should ALWAYS precede scoring.
Oral Interviews
In complicated services, it may be beneficial to require offerors to make an oral
presentation. Discussions may be conducted with responsible and responsive offeror’s
who submit proposals determined to be reasonably susceptible of being selected for
award.
The purposes of Oral Interviews are as follows:
Allows proponents to clarify on areas that may be unclear in their proposals.
Possibly reduces the likelihood of misunderstandings.
11. R F P E V A L U A T I O N T R A I N I N G M A N U A L
8
The evaluation committee members determine whether or not oral interviews will be
necessary. Oral interviews should follow group discussion, and should ALWAYS
precede scoring.
Reference Checks
Reference Checks will be conducted with prior customers of the
proponent. Reference Checks may also include references of key
personnel. A standard form is used to collect responses. However,
additional subject matter questions may be included when requested.
When additional reference questions are to be included as part of the
evaluation, the following information is required:
List of questions for references.
Instructions to be given to the reference including a numerical scale to be used
in rating the offeror.
References should be contacted only once. The APU Contracting Officer will conduct
the reference check, which may include a conference call with all members of the
evaluation team present when there are subject matter specific questions. A Reference
Analysis will be provided to the Evaluation Team prior to the collaborative scoring and
evaluation session.
The Reference Verification Form includes factors/ratings for technical performance,
management performance, and customer satisfaction. The references will be asked to
rate their level of satisfaction from 1-5.
Examples of Questions include:
Were the major tasks/milestones/ deliverables on schedule?
Were they able to identify and solve problems expeditiously?
What was the effectiveness and reliability of key personnel?
Were they able to recruit and maintain qualified personnel?
Were they able to effectively manage essential subcontractors?
What was the overall performance in planning, scheduling and
monitoring?
How would you rate their overall technical performance?
How would you rate their overall management performance?
12. R F P E V A L U A T I O N T R A I N I N G M A N U A L
9
How would you rate their ability to be cooperative, business-like and
concerned with the interests of the customer?
Would you do business with this vendor/ contractor again?
How would you rate your level of satisfaction from 1-5?
Ensure Security and Confidentiality
Throughout all phases of the evaluation, the confidentiality and
security of proposals and the scoring process must be maintained.
To ensure confidentiality and security, evaluation sessions will be
closed to the public and staff who are not supporting the Evaluation
Team.
The evaluators shall not discuss the contents of proposals or the procurement activities
with any persons outside of the evaluation team or Procurement staff. All evaluators
and all other staff involved in the evaluation effort must strictly adhere to the following
requirements.
Evaluators must keep proposals in a secure place.
Evaluators are not permitted to discuss the procurement or evaluation process
with any persons outside of the evaluation team or procurement staff.
Evaluators shall not communicate the scoring outcomes or content of
proposals and shall not disclose the status of any proposal.
Cost components shall be evaluated upon the completion of the scoring of the
technical components.
13. R F P E V A L U A T I O N T R A I N I N G M A N U A L
10
Approach to Evaluating Proposals
All proposals shall be evaluated in accordance with the City of Atlanta’s Procurement
Code and the criteria specified in the RFP on the Percentage Evaluation Form and
considering the information required to be submitted in each Proposal.
The evaluators will independently read and assess compliance
with the criteria identified in the RFP to assess the
completeness, quality, and desirability of proponent responses.
All members of the Evaluation Team will document their
findings for evaluation criteria within each of these areas.
Each criterion is independently reviewed by evaluators, documenting the pros and
cons of each. Review reflects individual, independent evaluations of a proposal and
response to criteria. Criteria include questions or items for consideration for evaluators
to use as a guide in discussion during the collaborative scoring and evaluation session.
The Evaluation Team should not score the criteria during their independent evaluation.
Evaluation Scoring Guidelines
Each technical proposal will be evaluated against a set of pre-determined criteria to
assess the degree to which it meets that criterion. Compliance with requirements will
be assessed as a point score on a scale from 1 to 10. Technical criteria will be scored as
shown below:
8-10: Outstanding: Proponent’s proposal exceeds expectation and demonstrates
an excellent ability to reach the goals and objectives of the procurement.
5-7: Highly Effective: Proponent’s proposal demonstrates a good ability to reach
the goals and objectives of the procurement.
3-4: Effective: Proponent’s proposal demonstrates a fair ability to reach the goals
and objectives of the procurement.
1-2: Marginally Effective: Proponent’s proposal demonstrates a minimal ability
to reach the goals and objectives of the procurement.
Scores will be adjusted to reflect the weight assigned to each criterion. Each criterion
must be reviewed according to the requested items of the RFP and scored based on
the scoring definitions above. Only the Criteria in the Percentage Evaluation Form will
receive scores.
All notes taken
regarding any
proposal are
subject to the
Open Records Act.
14. R F P E V A L U A T I O N T R A I N I N G M A N U A L
11
Note
Any Proponents’ Proposal that does not meet the minimum
requirements of the RFP should be identified as this may deem them
non-responsive.
When is a Proposal Non-Responsive?
Only the Department of Procurement has the authority to determine whether a
proposal is non-responsive or non-responsible. A Proposal will be determined to be
non-responsive when the proposer is not responsive to the mandatory requirements
clearly established within the RFP.
If an evaluator at any time has a concern with the proponents’
proposal meeting the stated requirements, they should
immediately notify the Facilitator and Procurement staff.
Approach to Evaluating Technical Proposals
The purpose of this phase is to measure the individual merits of the technical
components of the proposal against pre-established criteria. Members of the
Evaluation Team will review all Technical Proposals that pass the Mandatory Technical
Requirements.
Evaluators are instructed to read through the proposal Executive Summary (if present)
before beginning to evaluate and score detailed criteria. The material in the proposal
introduction should provide all evaluators with a broad understanding of the entire
proposal. In assessing individual responses within a section, evaluators may elect to
review related topics within other sections of the proposal. Evaluators are restricted to
evaluating information contained within the proposal. Information not part of the
proposal may not be considered.
Evaluators will proceed according to the following steps to evaluate responses to each
criterion:
1. Review the appropriate section of the RFP.
2. Locate the section(s) of the proposal where the criterion is addressed.
3. For each criterion, note the RFP sections referenced in this document.
4. Review and evaluate section(s) of the proposal.
Evaluators should
promptly notify the
CO if there is a
problem with the
Proposal.
15. R F P E V A L U A T I O N T R A I N I N G M A N U A L
12
5. For each criterion, evaluate and assess the criterion based on the
proponent’s overall response to the requirements indicated for the
criterion (see step 8). Some of the criteria have additional questions that
may be considered in the evaluation.
6. Evaluate how well the proponent’s responses in the referenced sections
correlate with other pertinent sections of the RFP and the overall
approach taken to address the technical components of the proposal.
7. Evaluate the criterion based on all information available that pertains to it
directly or indirectly, including reference checks.
8. Develop a list of pros and cons for the criterion based on the evaluation of
the proponent’s capability to meet that criterion.
Evaluators are encouraged to request technical support from the CO or from the
Department of Procurement in preparation for criteria documentation. Training will be
provided at the inception of each Evaluation Committee, and prior to proposal
distribution.
WhatdoesTechnicalScoringLookLike?
Weight Criteria Company 1 Company 2 Company 3
20% Organization/Resumes of
Key Personnel
10 3 1
30% Overall Experience,
Qualifications and
Performance of Previous
Similar Projects
9 7 4
20% Strategic Approach To
Increasing Federal
Assistance to the City
through Government
Agencies and Congress
8 6 3
16. R F P E V A L U A T I O N T R A I N I N G M A N U A L
13
Approach to Evaluating Cost Proposals
After technical aspects of proposal responses are initially reviewed, then cost proposals
are reviewed.
Cost proposals may reflect price escalation, deceleration due to performance,
time, CPI, etc. may be applied.
Cost Evaluation must be independent of the Technical Evaluation.
A Clear Formula must be used to Calculate Cost Scores.
Scores should be directly linked solely to costs proposed on a formulaic basis.
The cost proposal/ financial offer must be taken at face value when the cost
proposal is evaluated.
Note
Scores are documented only in the Evaluation and Collaborative
Scoring Session by the Facilitator/Procurement Staff.
Traditionally, the Lowest Fee Offer receives the maximum points possible (10). In the
event that we are soliciting a revenue generating proposal, the highest offer would
receive the maximum points. Points are distributed based upon percentile in which the
fee offer is found in relationship to the lowest offeror.
Example Cost Offer Points
Cost Proposal 1 $780k 10 Lowest Offer
Cost Proposal 2 $1.3 mil 6 780k/1.3mil = .6
Cost Proposal 3 $1.8 mil 4.3 780k/1.8 mil = .43
Formula Used: Lowest Cost Proposal Offer/ Cost Proposal Offer
at Hand = Percentage Relationship to Lowest Offer
17. R F P E V A L U A T I O N T R A I N I N G M A N U A L
14
WhatAreSomeExamplesof CostProposals?
The following are examples of what the cost proposals may read like for the types of
RFP’s and resulting contracts:
Type of Contract Suggested wording… Scenario Example
Performance Based Please propose Base Costs and
Incentives associated with
performance beyond
mandatory requirements…
Beyond 90% Customer
Satisfaction Scores
consecutively for one
year will lead to a 3%
bonus (e.g.., janitorial)
Cost Savings Please propose Base Costs and
Incentives associated with cost
savings beyond mandatory
requirements…
Company X will
receive 10% of all cost
savings beyond
performance guarantee
(e.g.., workers’
compensation)
18. R F P E V A L U A T I O N T R A I N I N G M A N U A L
15
Consensus Evaluation and Scoring
Consensus Scoring consists of the Entire Evaluation Committee
participating in Joint Discussion, Assessment, and Scoring of
Technical and Cost Criteria in order to develop one unified score for
each criterion.
The evaluators are allotted five (5) days to independently review the
proponents’ proposals. Next, the evaluation committee will meet to evaluate the
proposals, discussing the pros and cons of each proposal as well as clarifying their
assessment.
Benefits of Consensus Evaluation and Scoring
While the benefits of consensus evaluation and scoring are vast, the following portrays
the immediate results;
Team Discussion leads to greater Sharing of Each Other’s Expertise in Cross-
Functional Projects, which are quite common in DOA RFPs
Generates Clarification where Misunderstandings May Exist
Ensures that All evaluators are truly Engaged in the Evaluation process
Encourages deeper Probing, Questioning, Discussion, and Analysis of the
content of Proposals in response to the Evaluation Criteria
A Unified Understanding of Responses to All Proposals is reached
Eliminates discrepancies among scores
Overall, the result is a more Comprehensive and Accurate Assessment of the
proposals
Preparing for the Consensus Evaluation Session
In preparing for the consensus evaluation session, evaluation team members should
review thoroughly and comprehensively all proposal responses, repeating review of
responses where necessary.
Keep in Mind How the Information Relates Specifically to the stated Criteria
in the RFP.
Identify All Points of Information in the Responses that Need Clarification
Identify the Pros and Benefits of Each Proposal Response.
19. R F P E V A L U A T I O N T R A I N I N G M A N U A L
16
Identify the Drawbacks, Cons, and Concerns of Each Proposal Response.
IMPORTANT: Evaluators should not assign scores during
independent review of proposal.
Steps to the Consensus Scoring Evaluation Session
The Evaluation team continues until all desired elements of discussion are
exhausted by all evaluators.
Each Member indicates points of information where they need clarification
and ask questions to fill such voids, when possible, with other evaluation team
members.
Each Member identifies the Pros and Benefits of each proposal.
Each Member identifies the Cons, Costs, and Concerns of each proposal.
Each Member communicates their assessment of the Overall Quality of each
Proposal Response based upon each criterion.
Only after all Proposals are discussed, then each proposal response is scored
by the team based upon all criteria.
The Facilitator records the scores for Documentation and Reporting.
Role of the Facilitator
The DOP CO serves as the Facilitator for the Evaluation Committee. The Facilitator
provides structure and ensures that all evaluators participate and contribute to the
process in a balanced and generous manner. The Facilitator will lead the consensus
scoring and evaluation session with the Evaluation Team and remind evaluators to
focus strictly on the evaluation criteria. The Facilitator will be responsible for ensuring
that the evaluation plan is followed and that scoring decisions are sound and
defensible.
The Facilitator will monitor and ensure that an objective stance is upheld throughout
the entire evaluation process. Facilitators will work closely with the evaluation team to
ensure that all needed clarification is obtained regarding the proposals under review,
and will resolve any compliance issues, and performs the final ranking of the proposals.
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Documentation Steps for Consensus RFP Evaluations
Individuals selected as evaluators are responsible for the execution of the
technical components evaluation as defined in this manual. Specifically,
evaluators will apply the pre-established procedures and criteria to
determine if each proponent’s technical components are responsive and
rate each of the evaluation categories. An RFP Evaluation Training is provided at the
onset of each project by the Department of Procurement for evaluators, and again
prior to the proposals being released to the evaluators.
Templates are provided for each of the evaluators to provide the following
documentation for consensus RFP evaluations.
Technical Evaluation matrix (one score for each company)
Cost Evaluation Scores (one score for each company)
Total Final Score Matrix
Evaluation Session Notes by Facilitator
IMPORTANT: The facilitator/procurement staff will take notes during
Collaborative Evaluation Session
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Helpful Hints and Best Practices
1. Make every effort to differentiate the quality among
proposals reviewed.
2. RFP Evaluations for each contract are expected to be
complete within 10 days.
3. Keep in mind that you are making a decision that has an impact on
significant dollars, often millions- be dedicated and focused.
4. Cost proposals should be strictly evaluated based on a formula.
5. Technical proposals should be evaluated strictly by the already developed
criteria.
6. Benchmark costs to ensure reasonableness of proposed costs.
7. Thoroughly read the evaluation criteria.
8. Attend every scheduled evaluation team meeting and contribute to the
discussion. This is mandatory.
Next Steps: The Recommendation
Once the evaluation process is complete and the most responsive and responsible
proponent(s) has been identified, the following next steps can be anticipated to get to
contract award:
1. The Project Manager and respective AGM write a supporting letter for the
recommendation by the Evaluation Committee.
2. The General Manager sponsors the recommendation and sends to the
Chief Procurement Officer.
3. City Council and Mayor must approve the recommendation in order for
the City to enter into the contract with the proponent.
4. The Contract must be signed by the GM, Law, the CPO, the Mayor and
the Clerk.
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Frequently Asked Questions
The following are Frequently Asked Questions that may be useful as you are involved
in the RFP Evaluation process:
1. Can Evaluators bring their notes to the Consensus
Meeting?
Yes. Evaluators may bring their notes to facilitate discussion
during the Consensus Evaluation and Scoring Session.
2. If the evaluation team cannot reach a consensus, if averaging allowed?
No. Averaging is not done as a part of the collaborative scoring process.
Evaluators must agree to a score based on discussions regarding the pros
and cons of each proposal in order to reach a consensus score.
3. Are we allowed to take notes during our independent review of the
proposals?
Yes.
4. Can you discuss the RFP with subject matter experts not on the
evaluation panel?
No. Evaluators are prohibited from discussing the contents of RFP or any
procurement activities with anyone outside of the evaluation committee.
5. Can you take the proposals home to review?
Yes. However, evaluators must ensure that the proposals remain secure as
the content is confidential.
6. How many should comprise the evaluation team?
The evaluation team should have between three and five members.
7. When are reference checks conducted and by whom?
The APU Contracting Officer will conduct the reference check after the
proposals are received. The results will be distributed to the evaluation team
prior to the collaborative scoring session.
8. When are scores for OCC and Financial criteria provided?
The scores for OCC and financial criteria are provided by the DOP Contracting
Officer after the conclusion of the collaborative scoring.
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