MASTERING THE RFQ PROCESS Genanne Wilson, DJJStu Potlock, DMS Gina Gibson, STOBill Zimmerman, DOHVonnie Allen, AWI Department of Management Services Division of State Purchasing

Mastering the RFQ Process Authorized by Chapter (3)g, Florida Statutes Defined in 60A – 1.043, Request for Quotations Florida Administrative Code

Mastering the RFQ Process Prepare a Request for Quotation DMS RFQ form, Agency Form or Format Special Requirements Information and Instructions for Vendors Statement of Work Selection and Evaluation Criteria

Prepare a Request DMS RFQ Form is attached to the IT Hardware and Consulting Services Contracts You may use an Agency Form or Format for this process if preferred.

Selection and Evaluation Criteria IT Consulting Services Contract Allows Quick Selection of Vendors: 0-$24,999 Discretionary Selection $25,000-$2,000,000Obtain Three Quotes 2,000,001-$5,000,000 Obtain Ten Quotes $5,000,001-$10,000,000All Vendors Project Area Over $10,000,000Open Market Solicitation

Prepare a Request Always include the following regardless of Format: RFQ Identification Number and State Term Contract Number Agency Name and Point of Contact RFQ Closing or Due Date For Hardware Purchases: –Description of Each Line Item –Quantity Required –Any item Performance Requirements, Delivery Requirement including the time and location For IT Consulting Purchases: –Statement of Work

Special Requirements Pricing Arrangements Reference to the State Contract –Hardware: Applicable Category or Type –IT Consulting: Applicable Project Area Performance Requirements Additional Agency Terms and Conditions if any

Information and Instructions For straightforward acquisitions, no more information may be required. For complex acquisitions, more information may be needed such as: –Pricing for Labor, i.e. estimated hours and rationale T&M, FPP, Cost Savings Incentive –Team or Subcontractor Usage –Past Performance, References –Performance Monitoring, Quality Assurance –Short List of Vendors if necessary, Oral Presentation –Special Agency Considerations, Security or Time Constraints

Information and Instructions Advantages of Oral Presentations: Are more like Commercial Sector Promote efficient face-to-face communication Increase satisfaction Minimize massive technical proposals Decrease proposal lead-times, resulting in shorter buying time Reduce proposal costs significantly

Statement of Work Prepared by Subject Matter Experts form the Agency IT Department in Conjunction with Agency Purchasing Department Precise explanation of the desired outcome or solution requirement –Level playing field among solicited vendors: apples to apples –To obtain the correct and desired outcome for the Agency Provide as much detail as possible. The SOW is the most crucial part of the RFQ process. See Chapter Seven and Appendix A of the GSA “Multiple Award Schedule Program Owner’s Manual”

Statement of Work Three Primary Objectives Be logical and readable Identify and emphasize critical elements State exactly what is required –Deliverables, due dates, basic requirements in order for Contractor to receive payments

Selection and Evaluation Criteria Selection The Agency should select the Contractor, whose quote represents the best value to the State, considering the evaluation criteria set forth in the RFQ.

Selection and Evaluation Criteria Significant Factors to Be Considered in Quote Evaluation The RFQ should identify significant selection factors, e.g.,: –Price; –Past performance; –Technical qualifications; –Performance planning; –Any other factors that represent the key areas of importance and emphasis to be considered in the selection decision; and support meaningful comparison and discrimination between and among competing quotes. The evaluation should not include a factor when market research indicates that there is little or no difference between Schedule contractors. If there is no difference between contractors, time spent in evaluation would be wasted.

Selection and Evaluation Criteria Avoid repeating the formal RFP Process Documentation is Crucial! While the process should be streamlined, keep records of the following: Purchase Request from IT Department Number and process for soliciting Quotations Negotiation and selection process and how this is the Best Value Purchase Order