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

2. 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.

3. 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

4. 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

5. 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?

6. 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

7. 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

8. 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

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