Request for Proposal
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Transcript of Request for Proposal
- 1. The RFP Process 2004 DPS Forum Ron King, CPPB, CPPO, VCO DPS Account Executive 804.786.0394 [email_address]
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- Lets put the pieces together!
Overview 3.
- Differences between the IFB & RFP.
- Let your imagination take flight!
Overview 4.
- Elements of a good specification
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- Identifies a minimum requirement
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- Allows for maximum competition
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- Identifies test methods to be used to verify compliance with the requirement
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- Contributes to obtaining best value at lowest cost using a fair, equitable, and transparent contract award process
The RFP Process 5.
- Which vendors should receive a copy of the RFP?
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- Lets list some of the points that need to be considered.
The RFP Process 6.
- Where can we find vendors?
The RFP Process 7.
- Should competition ever be limited?
- If so, when?
The RFP Process 8.
- Divide into groups of 6 - 7, and list what should be included in the Instructions for Proposal Submittal section of the RFP.
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- Select a spokesperson to present your groups list.
Developing the RFP Document 9.
- Appropriate Use of Words
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- Shall/Must-- expresses a requirement
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- Should/May-- expresses non-mandatory provisions
Developing the RFP Document 10.
- Lets make sure we understand now!
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- The Contractor ___________ provide additional training to Agency employees. (This is an optional provision.)
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- The Contractor ___________ complete all work by Dec. 31. (This is a mandatory provision.)
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- The Contractor ___________ work weekends. (This is an optional for the vendor.)
Developing the RFP Document should/may shall/must should/may 11.
- Read How Specs Live Forever
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- Do you have any related experiences to share?
Developing the RFP Document 12.
- What are some issues that need to be considered in the handling of proposals?
- Lets list them.
The Proposal Handling Process 13.
- The evaluation committee
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- What specialists may be needed?
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- What are the committees functions?
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- What is the Purchasing representatives role?
The Evaluation Process & Selection 14.
- Evaluation Committee Code of Conduct
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- Commitment of judgment and time
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- Objective & fair
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- Representing their entity
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- Confidentiality until its a matter of public record
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- Courteous & professional
The Evaluation Process & Selection 15. The Evaluation Process & Selection
- Review of Committee Instructions handout
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- Minor irregularities may be waived.
- What are some things that are considered minor irregularities?
The Evaluation Process & Selection 17.
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- Highest Numerical Score
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- Averaged or Consensus
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- Air Force Color System
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- Adjective Ratings
Evaluation Methodologies 18.
- Total Cost of Ownership
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- Is the apparent low price really the lowest price?
Evaluation Methodologies 19.
- Negotiation Team
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- Divide into teams of 5 - 7.On one sheet, list the job titles of those youd want on your team for a conference facility contract.
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- On a second sheet, list the individual qualifications and qualities these people should have.
Contract Negotiations 20.
- Lets discuss some negotiation tips!
Contract Negotiations 21.
- What do you think are some qualities of a good negotiator?
Contract Negotiations 22.
- Listening Awareness Inventory
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- Take a few minutes and take this assessment
- Then, lets review scores.
- What are your strengths/weaknesses as a listener?
- How can enhanced listening skills improve communication and negotiation skills?
Contract Negotiations 23.
- Then, lets review scores.
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- 36 - 40Outstanding listener
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- 30 - 35Good listener--put more effort into attention and suspending judgment
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- 26 - 29Need work.Whats the payoff for improving?
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- 0 - 25Ask if you were really serious about taking this test.What could you gain by improving your listening skills?
Contract Negotiations 24.
- What are your strengths/weaknesses as a listener?
- How can enhanced listening skills improve communication and negotiation skills?
Contract Negotiations 25.
- International Negotiations Special Considerations
Contract Negotiations 26.
- General Interpretation of a Contract
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- Parole Evidence Rule
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- Plain Meaning Rule
Contract Writing: Ts & Cs 27.
- Drafting:Good Writing Rules
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- Use the present tense
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- Use the active voice
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- Provide a remedy
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- Use cross references
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- Use plain language
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- Do not vary the language
Contract Writing: Ts & Cs 28.
- Confirm successful offeror
- End user sign-off
- Finance office/funding
- Executive approval
- Governing body/Board approvals
- Award to successful offeror
Completing the RFP Process 29.
- Releasing the Results
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- Unsuccessful offerors
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- Public at large
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- Debriefing unsuccessful offerors
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- Releasing information as required by law
Completing the RFP Process 30.
- Completing the RFP File
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- Award documents
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- Contract administration material
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- Evaluation documents
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- Original RFP and addenda
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- Planning documents
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- Proposals received
Completing the RFP Process 31.
- Dealing with Complaints & Protests
Completing the RFP Process 32.
- Practical exercise time!
The RFP Process