1. And some other tips. Society of Government Travel Professionals Educational Conference September 5, 2012 Washington DC Tim Hay State of Oregon

2.  Public procurement is based on the following principles:  Fair, open, competitive and transparent process  Conduct procurements allowed within the scope of the law..vs. what is against the law in private sector  Highest level of integrity ▪ No Favorites ▪ No Backdoor deals

3.  Up to $5,000 ● ● Small Procurements (Supplies/Services)  Up to $50,000 ● ● Direct Appointments (Architect & Engineering)  Up to $150,000 ● ● Intermediate Procurements (Supplies/Services)  (ITB, RFP, or RFQ)  Up to $100,000 ● ● Informal Procurements (Construction)  Up to $100,000 ● ● Bridges and Highways

4.  Office of Minority, Women and Emerging Small Business  Governors Advocate Office  Secretary of State Corporations Division  Construction Contractors Board  Public Contracting Laws and Rules  Links to other state agencies  ORPIN

5.  OR egon P rocurement I nformation N etwork  ORPIN is a browser-based internet platform to access state and local government public bidding opportunities  One-stop network to access public bidding opportunities and information  Registering in ORPIN is as Easy as …1,..2,..3

6.  Your proposal is an offer to a binding contract.  Only authorized officers or personnel should be signing the proposals.  If the sales person is not authorized to sign contracts for your company, then they shouldn’t sign the proposal.  Don’t forget to sign your proposal and send in one original copy with original (blue) ink and marked master copy. No photo copies.

7.  Pre-Proposal conferences are a great way to gain additional information on what the entity is trying to gain.  It is your opportunity to ask questions.  It is also an opportunity to address concerns and offer suggestions to improve the RFP.  Assessing your competition.  Networking with a potential sub-contractor.

8.  When it comes to meetings, be sure and have the right people at the table.  Technical experts should be attending the pre-proposal conferences.  Authorized officers who can bind the company should attend the negotiation meetings.

9.  Always direct your communications to the single point of contact shown in the RFP.  Your proposal could be kicked out if it is discovered you had communications with someone other than the single point of contact.

10.  An addendum could be released that changes a term or condition that requires a response.  Requirements could be added or changed.  Questions and answers could be posted.  Having all of this information could be the key to submitting a winning proposal.

11.  This will deem your offer non-responsive and it will be rejected.  If there is a specific term or condition that concerns your company, file a protest using the provisions outlined in the RFP.  Be sure and have your legal department review the terms and conditions.  Unless specified in the RFP; typically Governments cannot guarantee a specific amount of business, so don’t require it as part of your response.

12.  Mandatories are a pass / fail item. If you don’t address it, your proposal could be deemed non-responsive for not meeting all the mandatories.  If a mandatory seems restrictive or favors a particular vendor, exercise the protest options contained in the RFP.  We are all about having a fair, open and competitive process.

13.  Read the RFP thoroughly.  Make sure you submit all the information and documents asked for in the RFP, even if it seems trivial to you.  A proposal could be deemed non-responsive for failing to submit the simplest piece of information, like an ARC certificate.

14.  All of the RFP requirements are contained in the RFP. If you can’t find something, ask the single point of contact.  Read the document thoroughly and highlight language where a response or information is required from you.  If it is a large response, use the team approach to address sections. Be sure the team collaborates.  Proof read the Proposal before submitting.

15.  Late is Late!  Even if it is only one minute late, a proposal cannot be accepted.  Be sure and allow enough time for transit.  Be sure and address the RFP per the RFP. instructions and it is delivered to the RIGHT Location.

16.  Don’t load your proposal up with a lot of marketing materials. Address the information that is asked for in the RFP.  State the RFP question and your response in your proposal.  Be prepared. Contact Your Insurance & Bonding Representative.  Don’t assume anything and don’t be afraid to ask questions, we are here to help.

17. Tips: 1) Identify Agencies and Departments that have a need for your product or service for smaller purchases and knock on doors. 2) Be prepared. Contact Your Insurance & Bonding Representative. 3) Have your attorneys read the terms and conditions 4) Read the entire solicitation document and follow the processes outlined in the document. 5) Attend pre-0ffer conferences (even if voluntary) 6) Monitor the e-procurement systems for opportunities. 7) Make sure your offers are complete 8) Don’t wait to the last minute to submit 9) Ask questions. 10) Don’t be late

19.  Tim Hay Lead State Procurement Analyst State of Oregon (503) 378-4650 tim.hay@state.or.us