THE EVALUATION PROCESS FOR RFP’S: THE DIFFERENCE BETWEEN THE ARCHITECTURAL RFP AND A GENERAL SERVICE RFP TREENA BRADLEY, ROOSEVELT ELEMENTARY SCHOOL DISTRICT TEENA ZIEGLER, APACHE JUNCTION UNIFED SCHOOL DISTRICT TREENA BRADLEY, ROOSEVELT ELEMENTARY SCHOOL DISTRICT TEENA ZIEGLER, APACHE JUNCTION UNIFED SCHOOL DISTRICT

TODAY’S AGENDA Purpose of Evaluations Authority To Do RFP Evaluations Evaluation Teams What is Evaluated When the Evaluation is Over Purpose of Evaluations Authority To Do RFP Evaluations Evaluation Teams What is Evaluated When the Evaluation is Over

The Purpose of the Evaluation Process To identify the most responsive proposal and ensure that there is sufficient accurate information to make a sound decision. NIGP 2007 To identify the most responsive proposal and ensure that there is sufficient accurate information to make a sound decision. NIGP 2007

WHERE DO SCHOOL DISTRICTS GET THEIR AUTHORITY? AZ Statutes - A.R.S. § AZ Administrative Code - General A.A.C. R Architects A.A.C. R Local School Board Policy AZ Statutes - A.R.S. § AZ Administrative Code - General A.A.C. R Architects A.A.C. R Local School Board Policy

Evaluation Teams... Makes the recommendation that is approved by the appropriate authority. Evaluates only the criteria listed. Follow a time line with results being summarized. Each different in size and expertise and can be as small as one. The evaluation begins when the due date & time expire. Makes the recommendation that is approved by the appropriate authority. Evaluates only the criteria listed. Follow a time line with results being summarized. Each different in size and expertise and can be as small as one. The evaluation begins when the due date & time expire.

Important Sections Special Terms & Conditions Scope of Work General Terms and Conditions Special Terms & Conditions Scope of Work General Terms and Conditions

RFP Evaluations are based on... Responsive Vendors Responsible Offers Criteria Identified in the Solicitation Price Architects: How can your firm improve your chances for solicitation award? Responsive Vendors Responsible Offers Criteria Identified in the Solicitation Price Architects: How can your firm improve your chances for solicitation award?

Scoring Every evaluation has to be able to explain the award. Assigning a numerical value to a category is what is typically practiced within school districts. It allows for teams to discuss the merits of an offer in a precise manner. Helps to keep teams focused on what is important vs what is not. It ensures that the criteria most highly valued, receives a higher share of the points. Promotes objectivity. Every evaluation has to be able to explain the award. Assigning a numerical value to a category is what is typically practiced within school districts. It allows for teams to discuss the merits of an offer in a precise manner. Helps to keep teams focused on what is important vs what is not. It ensures that the criteria most highly valued, receives a higher share of the points. Promotes objectivity.

Architectural vs General Architectural Services RFP General Services RFP A.A.C. R A.A.C. R Public Notice: 14 days Public Notice: 14 days.. unless Evaluation Criteria in RFP must include Capabilities, Qualifications and Methods of Approach Evaluation Criteria in RFP Defined by District Evaluations, Interviews & Ranking of Firms Most Qualified - Memorandum Prepared Evaluation Based on Factors Set Forth in RFP - Usually Includes Fee Single Fee:Multiple Fee: Negotiations with Highest Qualified (Top 1 of 3) Request for Fee Proposal from Top 5 Qualified Firms Discussion with Offerors Allowable: Offerors Shall be Accorded Fair Treatment Fair and Reasonable Compensation Agreed Upon “Fair and Equal Treatment” During Fee Proposal Process Request for Best and Final Offers if Discussions are Conducted Contract Award Recommended & Another Memo Prepared Contract Award Recommended: Most Advantageous Based on Evaluation Factors and Fee Contract Award: Most Advantageous Based on Evaluation Factors Final Award Made by the Appropriate Approval Authority Award Information Available to Public Firms Interviewed will be Notified Award Information Available to Public Respondents may be Notified

Award The Governing Board of a School District approves the recommendation of the evaluation team. Authority can rest in the hands of the Procurement Director. Until approved, no announcements about the award will be made. Post Award – Where to go to get the details. The Governing Board of a School District approves the recommendation of the evaluation team. Authority can rest in the hands of the Procurement Director. Until approved, no announcements about the award will be made. Post Award – Where to go to get the details.

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