1. Elements of a Quality Bid Proposal for State Government An Overview in State of Michigan Procurement Practices and Procedures Jennifer M. Granholm, Governor Phyllis Mellon, Acting Director

2. TRAINING AGENDA

A. Elements of a Quality Proposal

B. DMB Procurement Process

C.Contact Information

3. Elements of a Quality Proposal

Specifications/Demonstrate

Scope of Work compliance

Pricing:Competitive bestprice first

Pre-Bid Meetings:Participate

Pre- Qualification:Complete in advance

Q&A:

Acknowledge: Addendums/Terms

Forms:Read & complete

Follow communication rules

4. Forms:Solicitation Documents RFQ:Request for Quote ITB :Invitation to Bid RFP :Request for Proposal RFI :Request for Information PrequalificationProgram 5. Solicitation Documents:RFQ

Informal Competitive Bid, under $25,000

Simple solicitation

(mail, fax, e-mail, phone, etc.)

Price is usually the primary evaluation factor

Lower cost commodities with non-complex specifications.

6. Solicitation Documents: ITB

Formal Competitive Bid

Low complexity

Low Bid or Best Value - Price is one of the main evaluation criteria

Defined bid due date & time.

No Public Bid Openings.

(Except Design & Construction)

7. Solicitation Document:RFP

Competitive Formal Proposal

A more complex purchase

Best Value - Price is only one ofmanyevaluation criteria

Highly technical commodities like IT and professional services

Defined bid due date & time.

8.

Two types: Pricing Research or Market Research

RFIs can be formal or informal

RFI response content may be used to develop an RFP

Solicitation Documents:RFI 9. Solicitation Document:Pre-Qualification Programs

Advertised in same manner as RFP

Due date and time for response

Requirements vary per program

Exist for a certain period of time

May allow entry on a yearly basis

Does not guarantee a contract or sales

May just be a list of licensed or certified businesses

10. Element #1:ITB / RFP Components

Article 1: Work Statement

Article 2: Terms and Conditions

Article 3: Bid Process and EvaluationCriteria

Article 4:Required Bidder Information

Article 5:Recovery Act Terms and Conditions

11. ITB / RFP Components:Article 1

Project Title and Description

Specifications / Scope of Work

Required Service & Delivery Capabilities

Reporting Requirements

Minimum Order / Palletizing

Proposal Pricing

Special Terms & Conditions

12. ITB / RFP Components:Article 2

Standard Contractual Terms

Important Terms Include (but are not limited to):

• Insurance

• Payment Information

• Cancellation

• Contract Term / Optional Renewal Years

13. ITB / RFP Components:Article 3

Pre Bid Meetings and Q & A Period

Communication Rules

Award Process

Evaluation Criteria

Proposal Format Details

Bid Submission Instructions

Bid Bond Requirements (If Any)

14. ITB / RFP Components:Article 4

Company Information

Prior Experience

Staffing

Past Performance

Contract Performance

Place of Performance

Disclosure of Litigation

MIDEAL - Extended Purchasing

Article 4.doc

15. Element #2:Specifications

Article 1 Statement of Work

Many Different Types :commodity specifications, services scope of work, design, installation requirements etc.

Alternate Brands: Commodity bids may have a reference brand, indicating equivalentalternates are acceptable. Bidders can submit multiple options.

Exceptions: Some exceptions are found to be acceptable.Bidders should submit a question in the Q&A period to determine which may be acceptablebeforesubmitting their bid.

16. Element #3:Pricing

Be competitive, submit your best price with your bid upfront

Negotiations via email

BAFO:Best and Final Offer

Discount Delivery Terms

Discount Schedules

Multi Unit Discounts

17. Element #4:Pre-Bid Meetings

May be Mandatory or Optional

Walk Through the Site(s)

Provide Clarification of Visual Layout

Prompt Vendors to Ask Questions

18. Element #5:Question and Answer Period

Each Bid has a Q&A Period.

Due Date and Time for Questions

Buyer will post Q&A as an addendum to the bid.

Q&A may revise the bid requirements

Bidders are strongly encouraged to email in as many questions needed to submit your best proposal.

19. Element #5:Acknowledgements

Bidders must acknowledge:

Understanding of the work to be done

Addendums, including Q&A

Requirements of Bid Package

Questions asked in the Bid

Have successfully completed pre-qualification, if applicable

Statement of Agreement to Terms and Conditions

Complete additional RFP forms, if any

20. DMB Procurement Process

Evaluation Period

Clarifications

Internal Approvals

Award Notification

5. Debrief

6. FOIA

7. Protest

21. Evaluation Period:Award Type

Single Award-Award entire contract to one vendor

Split AwardAward by item, or group of items, split among multiple vendors.

Multiple source awards Award to multiple vendors among multiple responses.

Regional or Zone awardsAward by region or zone

22. Protest

Who can protest?

Responsive Bidder

Who cannot protest?

Bidders who No Bid

Manufacturers or suppliers selling through distributors, or businesses listed as subcontractors in a vendor's proposal.

23. Contact Information Rebecca Nevai, Coordinator Phone:517-373-8530 Email: [email_address] Buy Michigan First Patrick Mullen Phone: 517-373-0967 Email: [email_address] DMB Facilities Administration Tammi Hart, Coordinator Phone:517-335-4770 Email:[email_address] Supplier Diversity General Email: [email_address] Buy Michigan FirstBusiness Development Unit 24. Contact Information Phone:517-373-9559 Email: [email_address] DMB Real Estate State HeadquartersPhone:616.331.7480 Website:www.misbtdc.org Michigan Small Business & Technology Development Centers (SBTDC) Regional PTAC Phone:734-362-3477 Website:www.ptacsofmichigan.org Procurement Technical Assistance Centers Of Michigan (PTAC) General Information Phone:517-373-9808 Website:[email_address] Michigan Economic Development Corporation (MEDC) 25. Contact Information MichiganDistrict Office Phone:313- 226-6075Website:www.sba.gov Small Business Administration (SBA) Nancy Taylor - Williams Phone:517- 241-5952http://www.michigan.gov/msi Michigan State Industries (MSI) Ann Williams Phone:248- 967-0570 ext 211 http://www.michigan.gov/mdot Michigan Departmentof Transportation (MDOT)