Project Name: Project RFP/RFQ No.: Date: Time: Location: Kick-off Meeting Project Name: Project RFP/RFQ No.: Date: Time: Location: Kick-Off Meeting

Meeting Agenda Introductions – RFP/RFQ Objective Project overview Also complete sign in sheet and confidentiality statements RFP/RFQ Objective Project overview Define the end results Determine a timeline Proposal due date; Deadline to submit questions; Pre-proposal conference; Answers to questions posted on the DGS Web site; Weight setting meeting; and Selection meeting. Define task assignments Define BOP roles and responsibilities Define Agency roles and responsibilities Voting and Non-voting members Responsibility of Evaluation Committee Members Confidentiality Statement and No Conflict Form Define your evaluation team structure Sourcing Strategy-Determine the type of contact: Fixed Price, Cost Reimbursement, Time and Material, etc.

What is the end result for this procurement? Goals Objectives What is the end result for this procurement? (provide project overview and define what the end result of the project is ) Timeline required to meet requirements ID Individuals Voting – Non- Voting Contract Performance Measures Task Assignment –responses to be provided by next meeting

Roles & Responsibilities DGS/BOP Leads: (Non-Voting) Sourcing-Project Management Market Place Analysis & Potential Suppliers Create SRM solicitation Bid Opening & Review for responsiveness Negotiations & Contract Award Debriefing for non-awarded suppliers Protests Contract Management Amendments Changes Customer Service Agency Procurement Leads: (Voting) Budget Requirements Requirements of the contract Evaluate Proposals Daily Management of Contract Supplier Management Purchase Orders Goods Receipts Invoice Issues Performance Issues Note: DGS, Comptroller, Bureau of Small Business Opportunities (BSBO) & Legal are non-voting members -- Agency and their designees score and evaluate all proposals

Procurement Process Preliminary Questions: (Many answered on Notice of Forthcoming Procurement Form) Project Manager (from Agency): How soon are these services required: Is a current contract in place? if yes, Expiration date: Length of original contract: Number of Renewals: Do you want a 3-month extension to prevent a lapse in coverage?: What is cost structure of current contract?: Provide copies of reports on spend from original contract, if available Budget for new contract $ (Federal or State Funds) Any special insurance coverage required: ___________ Does this procurement involve IT Services: Does this procurement impact Article 43 employer/employees/union matters? Has PIBH expressed an interest (or part of PIBH carve out contract)? Which methodology for this procurement? IFB, ITQ (RFQ),RFP DGS/BOP Recommends: Agency Recommends: Is an RFI beneficial to add to this process?

Market Place - Potential Suppliers Suppliers/Proposers Current Supplier(s),if an existing Contract Potential Suppliers Known – Agency recommendations If RFQ, What category(s) must the proposers be qualified under. Unknown- DGS/BOP research and provide recommendations Standard practices Pricing methodologies Price points Market Place - Potential Suppliers

Evaluation Process Evaluation Team Structure Program Manager (From Agency) Will assemble individuals to form a project team to include others from other departments or Agencies who can contribute special technical, operations, financial or management expertise to the evaluation process Technical Cost Bureau of Small Business Opportunities (BSBO) Legal Comptroller

Performance Based Contract or Deliverable Based Contract Sourcing Strategy Performance Based Contract or Deliverable Based Contract Fixed- Price Contract Cost-Reimbursement or Unit-Price Contract Time and Materials Contract Mixture of above Next Meeting All committee members to attend Develop a timeline and End User (Agency) to provide draft of the SOW

Sign In Sheet Project Title: ______________________________Date:____________ Name Agency Telephone Email address ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________