Request for Proposal - Best Value
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Generally RFP’s are created for large dollar
technical purchases, services and consultants.
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Consideration in addition to costs are evaluated and
may include references, years of experience, similar
experience and or project history.
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Require detailed specifications and a pre-established
evaluation matrix to be scored by an evaluation team.
Evaluation teams may include end users and financial
personnel.
Drafting an RFP
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Drafting RFP’s
 Develop the scoring matrix with the RFP
 Mandatory items-Pass/Fail
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Ex. Vendor Minimum Qualifications
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Scoring criteria-weighted %
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Licenses
Regulatory scoring
Equipment list
Experience
Technical evaluation
References
Cost
The RFP document usually includes
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Information on the University and Department’s mission.
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A brief description of the project.
A list of mandatory requirements for all vendor’s to meet.
Technical scoring criteria and informational response section
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Drafting RFP’s (Cont’d)
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The matrix and RFP are drafted together to ensure that the
answers scored in the matrix appear as questions in the
RFP.
Mandatory requirements are evaluated on a pass/fail basis
but are not included in the scoring criteria.
Proposals meeting mandatory requirements are scored
against the matrix.
Cost should be at least 20% of the total scoring criteria
depending on the value to be placed on the technical
portion.
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Software purchases may have lower weighted cost (i.e., 25%)
while services may have a higher weighted cost (i.e., 60%).
Drafting RFP’s (Cont’d)
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Objective questions include the following:
 Years of experience
 Number of similar projects performed
 Number of qualified staff assigned to the project
Subjective questions should be avoided because the
responses are subject to interpretation.
Benchmarks/standards should be used to compare bidder
responses.
References should be reviewed via a questionnaire.
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Questions should prompt responses from the reference
such as yes or no or good, fair, poor.
RFP-Evaluation Process
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Forming and Instructing the Review Team
 All members of the RFP evaluation team must participate in the
scoring of all the proposals.
Multiple levels of scoring
 Mandatory items
 Technical Specifications
 References
 Oral Presentations
 Additional Points or Rescoring
 Financial Statements; may require assistance from an
individual with the ability and expertise to evaluate the
document.
 Cost
RFP-Evaluation Process (Cont’d)
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Most cost awards are based on a formula. For
example, the lowest bidder receives the highest
rating and the next lowest bidders get a portion of
the points awarded.
The base score as outlined in the RFP can be set
to limit the number of bidders receiving invitations
for oral interviews/presentations.
The scoring used for the oral interviews must be
outlined in the RFP.
The scoring process may allow for the review
team to ask for written clarification.
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Written clarification required from a bidder must have a due
date and time.
RFP-Evaluation Process (Cont’d)
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Multiple awards can be made from one RFP:
 The awarding of work must be outlined clearly in the RFP.
 There is no guarantee of the amount of work to be assigned, but the
contract is to be for the actual amount of work assigned during the
term.
Cost is the critical factor in the review by OSC and must be clear to the
auditor.
For a new type of RFP or Bid, the Purchasing Office will often seek out
information from other SUNY’s, Agencies or pass a draft of the
procurement to OSC for comment before it goes out to the vendor
community.
Vendors must be notified in writing of rejected proposals and be given
an opportunity for debriefing.
Time Line
 Based on Final Draft RFP & Scoring Matrix
Contract Reporter Advertisement 3 Week Min.
 Scoring of RFP’s Approximately 2-3 Weeks
 Contract Development and Signature 3 Weeks
 NYS Attorney General Approval 2 Weeks
 NYS Comptroller Approval 4-6 Week Min.
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