RFP Workshop Ontario University Collaborative December 2013

Objectives Understand how to make any RFP more effective Understand that the BV RFP is not very different Visualize how you can use the BV RFP Identify similarities within the procurement timeline

Looking at your neighbor’s RFP…. What did you like, what didn’t you like? Was there anything missing? Are there any potential improvements? Was the document easy to follow, were the submission documents clear?

Checklist General comparison Provide any notes Comments Discuss with group

Goals with RFPs  Consistency Create a regular organization of documents and requirements  Reduce confusion Provide a structure for vendors’ responses/proposals  Save time Create templates that can be easily evaluated

Looking at the BV RFP… Is the RFP language is clear and concise? Is it easy to understand what a vendor has to do? Does it have complete information? Does the schedule allow for a reasonable amount of time? What are the major benefits/differences?

Factors For Success Fair (state/follow rules) Open Impartial and Transparent (minimize evaluator bias / provide debriefing) 7

Factors of Differentiation Are proposals allowed to contain Vendor/Company names? Are proposals limited to less than 5 pages? Is PPI collected on Firm, Individuals, and critical subs? Is vendor specifically asked to address risks? Is vendor specifically asked to identify added value? Are key individuals required to be assigned to the project at proposal stage? During negotiation, is vendor required to list any assumptions, deviations, and uncontrollable risks? Is a debriefing provided for continuous improvements?

Common Modifications Altering the ordering / placing of information Listing the schedule / contents in beginning (instead of throughout) Giving forms for each vendor requirement (with page limits) Giving a background on evaluations No.Criteria# of Pages 1PROPOSAL SUBMITTAL4 2DEFINITIONS6 3NOTICE10 4GENERAL TERMS AND CONDITIONS34 5SPECIAL CONDITIONS42 6TECHNICAL SPECIFICATIONS43 7FORM OF PROPOSAL28 8ATTACHMENTS/SAFETY GUIDE232 TOTAL:399 EXAMPLE ONLY

Typical Timeline NoActivityAverage Duration 1Time to propose19 days + 2 Time to evaluate1-2 days 3Negotiation/planning period30 days

Summary Few major/material changes needed Goals are: Consistency Reduce confusion Save time Set the desired expectation ASU will help each University create their RFPs, schedules, and any other documents needed