1 Office of the State Comptroller Bureau of Contracts Basics of Request For Proposal Procurement Presented by Nisha E. Thomas Elizabeth Jaggers Peter Vander Veer

2 RFP Planning

3 Conducting a procurement is a project! Rome wasn’t built in a day and you can not do an RFP in a day Start with the end in mind Fail to plan, plan to fail An RFP is a marathon not a sprint

4 Procurement Planning – Events Implementation Other Approvals as required OFT, Civil Service, AG, OSC Need Specification/ Requirement Development Release RFP Proposal is Due Questions Due Respond to Questions Issue Amendment If necessary Evaluation Begins Draft RFP Develop Evaluation Guide/Instrument Interviews Evaluation Complete Monitor/ Manage Contract Identify Evaluators Internal Approvals Distribute Proposals to Evaluation Teams Solicitation List CR Ad Site Visit

5 RFP Planning Risks – IdentifyMitigate

6 RFP Planning Planning defines how the project will move through time Planning identifies who will do what

7 RFP Planning  A need has been identified  RFP has been chosen as the procurement method  Develop an RFP strategy  Define all the elements of the procurement  Effective planning/budgeting of time, personnel and other resources 7

8 RFP Planning Elements of the procurement process Develop Specifications Develop Specifications Identify the Pool of Vendors Identify the Pool of Vendors Know the Funding stream(s) Know the Funding stream(s)

9 RFP Planning All the rules and regulations All the rules and regulations Plan for special events Plan for special events Pre-Bid Conference Pre-Bid Conference Site Visit Site Visit Advertising in addition to the Contract Reporter Advertising in addition to the Contract Reporter Oral Presentations & Product Demonstrations Oral Presentations & Product Demonstrations Interviews Interviews Reference Checks Reference Checks

10 RFP Planning  Maintaining the timeline  Keep it updated as you move forward through the process  Contract Reporter Ad must appear 15 business days prior to the due date of proposals  Remember that the evaluation strategy MUST be finalized and documented by the date that the bids are received in the agency

11 The RFP Planning  Identify all the people you will need to execute a successful procurement:  Who will write technical sections?  Who will develop the cost sheet(s)?  Who will write the administrative sections?  Who will proofread and edit the document before it goes out?  Who will read for content and stylistic consistency?

12 The RFP Planning  Who will respond to vendor questions and distribute the responses being sure to document the process?  Who will receive the proposals and log them in?  Who will open the bids and create the certified bid tab?

13 The RFP Planning  Who will manage the evaluation process?  Who will document the evaluation process?  Who will develop the criteria for the evaluation?  Who will write the instructions for the evaluators?

14 RFP Planning Final elements Final elements Internal approvals Internal approvals External approvals External approvals Office For Technology & Division of the Budget Office For Technology & Division of the Budget Civil Service Civil Service Attorney General Attorney General Office of the State Comptroller Office of the State Comptroller

15 RFP Planning Implementation Implementation Monitor and Manage the Contract Monitor and Manage the Contract Renewals and Amendments Renewals and Amendments Re-procure in a timely manner Re-procure in a timely manner

16 RFP Planning Planning will facilitate the process Planning will facilitate the process Provide a guideline so that all tasks are not only completed but completed in a timely fashion Provide a guideline so that all tasks are not only completed but completed in a timely fashion Keep participants on schedule and aware of developments in the process Keep participants on schedule and aware of developments in the process All of this will lead to a successful procurement! All of this will lead to a successful procurement!

17 A few key thoughts A few key thoughts Evaluations

18 Evaluations in a nutshell Steps to developing an evaluation that works : Steps to developing an evaluation that works : Develop instructions for evaluation team Develop instructions for evaluation team Set the cost/ technical ratio Set the cost/ technical ratio Pick the cost formula you will use Pick the cost formula you will use Determine the minimum passing technical score, if any Determine the minimum passing technical score, if any Determine distribution of points among criteria Determine distribution of points among criteria Create key for assigning points within criteria Create key for assigning points within criteria

19 Develop instructions for the evaluation team Instructions must Instructions must Define decision parameters and explain expectations Define decision parameters and explain expectations Explain the rules of the road for the process Explain the rules of the road for the process Identify problems that might develop and provide guidance for resolution or identify the person who can resolve the issue Identify problems that might develop and provide guidance for resolution or identify the person who can resolve the issue

20 Provide guidelines for the technical team Provide guidelines for the technical team Individual review of proposals and scoring Individual review of proposals and scoring Consensus rounds, if any Consensus rounds, if any Clarification of proposals Clarification of proposals

21 Provide guidelines for the cost evaluation Provide guidelines for the cost evaluation Identify the formula to be used Identify the formula to be used Choose weights to be used within the cost evaluation (if any) Choose weights to be used within the cost evaluation (if any) Assure that the cost forms in the RFP capture the elements needed to successfully Assure that the cost forms in the RFP capture the elements needed to successfully evaluate all the costs of the project. evaluate all the costs of the project.

22 Set the cost/technical ratio This can be critical to a successful procurement. This can be critical to a successful procurement. Will vary widely from procurement to procurement Will vary widely from procurement to procurement If cost is less than 20%, you will be If cost is less than 20%, you will be asked to defend the choice asked to defend the choice

23 Pick the cost formula you will use OSC has a formula and the Procurement Council has a formula. OSC has a formula and the Procurement Council has a formula. If you have another formula you would like to use, explain it to us first If you have another formula you would like to use, explain it to us first Understand the formulae and how they work Understand the formulae and how they work

24 Determine the minimum passing technical score, if any This can be a good tool for assuring your vendor can do the work; but, it can leave you with no vendors who qualify for award This can be a good tool for assuring your vendor can do the work; but, it can leave you with no vendors who qualify for award If you do determine a minimum passing score, be prepared to explain your choice. If you do determine a minimum passing score, be prepared to explain your choice.

25 Determine distribution of points among criteria Cost elements can be subdivided and given weights with the cost points Cost elements can be subdivided and given weights with the cost points Technical elements such as interviews and product demonstrations can given points or can be used to re-score the original criteria. Technical elements such as interviews and product demonstrations can given points or can be used to re-score the original criteria.

26 Create key for assigning points within criteria Require evaluators to use whole numbers or allow for decimals Require evaluators to use whole numbers or allow for decimals Permit zero to be used Permit zero to be used Define each number in scale Define each number in scale

27 Final Thoughts A successful evaluation procures what is needed at the best price possible. A successful evaluation procures what is needed at the best price possible. Vendors are treated fairly. Vendors are treated fairly. Participants feel that they have contributed to organization. Participants feel that they have contributed to organization.

28 Developing Evaluation Criteria A key function of an RFP

29 Developing Evaluation Criteria Review your RFP, Statement of work or project definitions. Review your RFP, Statement of work or project definitions.

30 Developing Evaluation Criteria Requirements to be scored must be clearly stated in the RFP. Choose elements to score that are important to the results that you are seeking. Requirements to be scored must be clearly stated in the RFP. Choose elements to score that are important to the results that you are seeking.

31 Developing Evaluation Criteria Requirements should be relevant and definitive in nature. Be sure that what you are asking for is what you need. Requirements should be relevant and definitive in nature. Be sure that what you are asking for is what you need.

32 Developing Evaluation Criteria Ask for what you need, not representative measures. Ask for what you need, not representative measures.

33 Be sure the requirements are clearly stated. “I know you think you understood what I said, but what you heard is not what I meant” Fritz Perls

34 Developing Evaluation Criteria Requirements should allow for innovative responses, and should be broad enough to encompass all potential vendors. Requirements should allow for innovative responses, and should be broad enough to encompass all potential vendors.

35 Developing Evaluation Criteria Be specific, a BA in history, not significant post high school education in relevant field of study. Be specific, a BA in history, not significant post high school education in relevant field of study.

36 Developing Evaluation Criteria If some requirements are particularly important, you may wish to disclose this information to the vendors in the RFP. If some requirements are particularly important, you may wish to disclose this information to the vendors in the RFP.

37 Developing Evaluation Criteria Requirements must be measurable. Requirements must be measurable.

38 Developing Evaluation Criteria Clearly state all mandatory requirements. Clearly state all mandatory requirements.

39 Developing Evaluation Criteria Make sure your advertisement in the Contract Reporter is not more restrictive than your RFP. Make sure your advertisement in the Contract Reporter is not more restrictive than your RFP.

40 Developing Evaluation Criteria Be sure the qualification is really mandatory for the performance of the effort and can be defended if challenged. Be sure the qualification is really mandatory for the performance of the effort and can be defended if challenged.

41 Developing Evaluation Criteria Mandatory requirements must be pass/fail. Mandatory requirements must be pass/fail.

42 Developing Evaluation Criteria Mandatory requirements may be further scored based on exceeding minimum thresholds. Mandatory requirements may be further scored based on exceeding minimum thresholds.

43 Developing Evaluation Criteria Develop Evaluation Criteria with that will differentiate between good vendors and the best vendor for the task. Develop Evaluation Criteria with that will differentiate between good vendors and the best vendor for the task. Make sure your Criteria are clear and definitive. Make sure your Criteria are clear and definitive. Consider the possible impacts of Mandatory Requirements. Consider the possible impacts of Mandatory Requirements.