RFP Overview
Alan A. Phillips, CPPB CTPM
Texas Southern University
Summer 2012
www.NAEPnet.org
REQUEST FOR PROPOSAL (RFP)
DEFINITION
• A solicitation requesting submittal of a proposal in
response to the required scope of services and
usually includes some form of a cost proposal.
The RFP process allows for negotiations between
respondents and the issuing agency.
Facilities Institute
July 9 - 12, 2012
Houston, Texas
PROCESS SELECTION CRITERIA
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Lead Time
Available Information
Requirements
Complexity of the Project
Competition
Need for a Solution
Ability to Negotiate
Facilities Institute
July 9 - 12, 2012
Houston, Texas
MAKING THE APPROPRIATE CHOICE
• Refer to any Applicable Statutory
Requirements, i.e.:
o
o
o
o
Professional Services
Emergency Services
Proprietary Purchases
Etc.
Facilities Institute
July 9 - 12, 2012
Houston, Texas
ALLOWING FOR SUFFICIENT LEAD TIMES
• Refer to the attached Procurement Lead Time
Table.
• This table is found on page 23 of the State of
Texas Contract Management Guide.
o http://www.window.state.tx.us/procurement/pub/cont
ractguide/
Facilities Institute
July 9 - 12, 2012
Houston, Texas
HELPFUL POINTERS
• Clear and Precise
Language
• Consider Ease of
Proposer’s Submittal
• Proper and
Consistent
Nomenclature
• Simplify Addenda
Format
• Keep thorough and
Format Consistent
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE
• Scope
• Contract Term
(Beginning and ending dates)
• Definitions
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE (continued)
• Statement of Work
o
o
o
Service Requirements
Sub-Contractors
Performance Measures
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE (continued)
• Proposal Information:
o
o
o
Schedule of Events
Pre-Proposal Conference
Proposal Requirements
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Submission
Content (Submittal List)
Company Information
Proposed Products/Services
Experience and Qualifications
Compensation and Fees
References
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE (continued)
o
o
Inquiries
Proposal Evaluation and Award
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE (continued)
• General Terms and Conditions
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Specifications
Award of Contract/Purchase Order
Payment
Patents and Copyrights
Contractor Assignments
Antitrust
Dispute Resolution
Contractor Responsibilities
Damage Claims
Insurance
Abandonment or Default
Right to Audit
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE (continued)
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Proprietary or Confidential Information
Termination (Funding Out Clause)
Substitutions
Taxes
Public Disclosure
Performance and Payment Bonds
Bid Bonds
Technology Access and CISV Clauses
HUB Subcontracting Plan (HSP) Information
Facilities Institute
July 9 - 12, 2012
Houston, Texas
RFP TEMPLATE (continued)
• Execution of Proposal
• Miscellaneous Appendices and Exhibits
o
HSP Documentation
Facilities Institute
July 9 - 12, 2012
Houston, Texas
SOLICITATION OF PROPOSERS
• Select Proposers
o
o
o
o
CMBL
Suggested Sources
Google.com
Advertisement
Facilities Institute
July 9 - 12, 2012
Houston, Texas
SOLICITATION OF PROPOSERS (continued)
• ESBD and Texas Register
• Miscellaneous MWBE (HMBC) Websites
• Pre-Qualification
Facilities Institute
July 9 - 12, 2012
Houston, Texas
SOLICITATION OF PROPOSERS
• Solicitation Announcement
Facilities Institute
July 9 - 12, 2012
Houston, Texas
PRE-PROPOSAL MEETINGS
• Coordinate scheduling between End-User, HUB Office, and
any other internal attendees
• Mandatory vs. Non-Mandatory?
• Walk-Through?
• Ask Vendors to RSVP
• Ensure technical End-User attends to provide background
and respond to technical questions
• Ensure another buyer attends to help take notes and witness
events
• Make copies of proposals for attendees
• Have a Sign-In Sheet
Facilities Institute
July 9 - 12, 2012
Houston, Texas
PRE-PROPOSAL MEETINGS (continued)
• Keep the meeting moving
• Table answers, if necessary and provide in an
Addendum format
• Have a HUB Office Representative present
information on the HSP Packet
Facilities Institute
July 9 - 12, 2012
Houston, Texas
ADDENDUMS
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Issue in a timely manner
Allow sufficient response time
Require acknowledgment of receipt of Addendum
Post to ESBD
Post to Texas Register if applicable
Send to Pre-Proposal Attendees
Copy to End-User
Copy to Bid Receiving Personnel
Facilities Institute
July 9 - 12, 2012
Houston, Texas
EVALUATION PROCESS
• Develop procedure and processes for receiving
RFP’s
• Receive RFP’S
• Open/Close RFP’S
• Do preliminary minimal requirements check
• Submit to HUB Office for HSP Review
• Upon review by HUB Office, finalize tab sheet for
acceptable proposals
Facilities Institute
July 9 - 12, 2012
Houston, Texas
EVALUATION PROCESS (continued)
• Develop evaluation forms based on the criteria listed
in the RFP
• Selection of Evaluation Committee Members
• Schedule first RFP Evaluation Meeting
• Conduct overview of evaluation process
• Select Evaluation Team Leader
Facilities Institute
July 9 - 12, 2012
Houston, Texas
EVALUATION PROCESS (continued)
• Schedule and Coordinate Evaluation Meetings
o
Purchasing Responsibilities:
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Schedule demonstrations/presentations
Obtain clarifications
Assure integrity of process is maintained
Facilities Institute
July 9 - 12, 2012
Houston, Texas
EVALUATION PROCESS (continued)
• Schedule and Coordinate Evaluation Meetings
o
Evaluation Team Leader Responsibilities
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Coordinate and schedule meetings
Submit recommendation letter to Purchasing
Facilities Institute
July 9 - 12, 2012
Houston, Texas
EVALUATION PROCESS (continued)
• Schedule and Coordinate Evaluation Meetings
o
Evaluation Team Responsibilities
 Attend all meetings and perform assigned tasks
Facilities Institute
July 9 - 12, 2012
Houston, Texas
BEST AND FINAL OFFER (BAFO)
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Determine proposers eligible for BAFO
Develop criteria for BAFO
Request response from Proposers
Submit responses to Evaluation Committee
Determine acceptability of BAFO and necessity of
negotiation
Facilities Institute
July 9 - 12, 2012
Houston, Texas
NEGOTIATIONS
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Designate a Lead Negotiator
Select a Negotiation Team
Determine points of issue
Research
Probability
Determine acceptable/non-acceptable limits
Facilities Institute
July 9 - 12, 2012
Houston, Texas
NEGOTIATIONS (continued)
• Provide for meeting room and private side rooms
• Request response to all issues in writing
• Recap negotiations before meeting ends
Facilities Institute
July 9 - 12, 2012
Houston, Texas
AWARD PROCESS
• Receive appropriate management consent for award
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Check all necessary websites for websites for compliance
(CPA, EPLS, etc.)
W-9 or ACH information
Create checklist to ensure Contract/Purchase Order
accurately reflects award criteria
Facilities Institute
July 9 - 12, 2012
Houston, Texas
AWARD PROCESS (continued)
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Issue Contract or
Issue Purchase Order or
Issue combination Contract/Purchase Order
Post notice of award to ESBD/Texas Register
Facilities Institute
July 9 - 12, 2012
Houston, Texas