1. Swimming in the Deep End, Shark Free!
June, 2017
Swimming in the Deep End, Shark Free!
RFP Challenges and Creative Approaches

2. We’re going to start this session with a 10 minute activity
We’re going to start this session with a 10 minute activity. The Room Monitor will provide you a list of items, and you will need to determine what items you would need to survive if you were stranded on a desert island.
(Distribute Survivor’s Guide)

3. RFP

4. RFP Protests Evaluation of Costs Limited Responses Failed Admin Review
No matter what size Agency or University you support, RFPs present a wide variety of challenges that will leave you feeling like you have been thrown to the sharks!
How you manage the different scenarios will impact the success of not only the solicitation, but of the agency objectives as well. We are going to focus on a few of the issues that seem to be challenging our current environment.
Limited Responses
Evaluation of Costs
Failed Administrative Reviews
Protests
Changes in Direction
Changes in Direction
RFP

5. Limited Responses Supplier Base is not Robust Poor Market Research
Conflicting or Unclear Requirements
Inadequate Timeline to Respond
Service Expectations are Unrealistic

6. Conduct your Own Research Other States Consortia
Understand the Market
Conduct your Own Research
Other States
Consortia
Alternatives – RFI, RFQC
Validate the Requirements
What are they evaluating?
What are the potential items that will require clarification?
Limited Responses

7. Business Model differs from the Marketplace Scope Creep
Timelines
Complexity
Costs
Risk
Expectations
Business Model differs from the Marketplace
Scope Creep
Only offered by one supplier
Limited Responses

8. Failed Admin Review
Failed Admin Review
Requested Forms that are not Required with the Solicitation
Conflicting Use of Forms/Processes
Requesting Too Many Attachments
Requiring Alternate Processes to be followed

9. Supplier General Information Form Non-collusion Agreement
For Electronic Bids:
Supplier General Information Form
Non-collusion Agreement
DOR Tax Compliance Form
Addendum Forms
Failed Admin Review

10. Use of Conflicting or Alternate Processes
Suppliers are unclear and potentially penalized
Inconsistent Responses
Risk of Protests
Failed Admin Review

11. Inconsistent Responses Timeframe to Load Attachments
Too Many Attachments
Inconsistent Responses
Timeframe to Load Attachments
Difficult for Issuing Officer for Admin Review
Difficult for Evaluators
Risk of Protests
Failed Admin Review

12. Numbering of Requirements – Mandatory Mandatory Scored
Consistency
Your First Lifesaver!
Numbering of Requirements –
Mandatory
Mandatory Scored
Additional Scored Requirement
Following Established Processes in the Solicitation Process
Program Requirements Document (PRD) H

13. Evaluation of Costs Costs are Fixed Programmatic Costs
Poor Market Research
Competing Priorities
Not clearly captured
All or Nothing

14. Fixed Programmatic Costs Assess the Value of the Solution
Quantity Served, Number of Sessions, etc.
Understand the Market
Other States
Consortia
Market Indices
Evaluation of Costs

15. Competing Priorities / All or Nothing Mindset
Validate Cost Methodology prior to posting
Divide Points across the Costs Methodology
Evaluation of Costs

16. Clarifications to correct unclear requirements
Multi-Award to correct unknown expectations
Revised Cost Sheets After Bid Closing to capture forgotten items.
Changing the Cost Methodology
Evaluation of Costs

17. Protests Poor Market Research Conflicting or Unclear Requirements
Inadequate Timeline to Respond
Service Expectations are Unrealistic
Administrative Review was incomplete
Processes not Followed

18. Do not award if you have incomplete or inconclusive documentation.
Follow the rules posted in the eRFP and the Georgia Procurement Manual.
Do not award if you have incomplete or inconclusive documentation.
Do not sacrifice time and award incorrectly.
Protests

19. Do not change Scoring or Award Methodology after the bid has closed.
Do not use alternate posting or processes in creating a solicitation or award.
Maintain complete documentation.
Protests

20. Changes in Direction Market and Environment Costs Expectations
Legislature
Risk

21. Changes in the Market and Environment can largely be handled with Addenda if the Solicitation is still open.*
Changes in Budget/Anticipated Costs may require halting a solicitation.
Changes in Direction

22. Legislative Changes may alter goals and/or solutions.
Changes in Expectations may be handled with Addenda as needed or may require pulling the solicitation while you reassess.
Legislative Changes may alter goals and/or solutions.
Risks have to be evaluated to determine impact…..do not proceed if it has not been fully vetted.
Changes in Direction

23. Questions

24. Time to Dive In!