THE EVALUATION PROCESS FOR RFP’S:
THE DIFFERENCE BETWEEN THE
ARCHITECTURAL RFP AND A
GENERAL SERVICE RFP
TREENA BRADLEY, ROOSEVELT ELEMENTARY SCHOOL DISTRICT
TEENA ZIEGLER, APACHE JUNCTION UNIFED SCHOOL DISTRICT
TODAY’S AGENDA
Purpose of Evaluations
Authority To Do RFP Evaluations
Evaluation Teams
What is Evaluated
When the Evaluation is Over
The Purpose of the
Evaluation Process
To identify the most responsive proposal and
ensure that there is sufficient accurate information
to make a sound decision.
NIGP 2007
WHERE DO SCHOOL DISTRICTS GET THEIR
AUTHORITY?
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AZ Statutes - A.R.S. §15-213
AZ Administrative Code -
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General A.A.C.
R7-2-1041
Architects A.A.C. R7-2-1117
Local School Board Policy
Evaluation Teams ...
Makes the recommendation that is approved by the
appropriate authority.
Evaluates only the criteria listed.
Follow a time line with results being summarized.
Each different in size and expertise and can be as small as
one.
The evaluation begins when the due date & time expire.
Important Sections
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•
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Special Terms & Conditions
Scope of Work
General Terms and Conditions
RFP Evaluations are based on...
Responsive Vendors
Responsible Offers
Criteria Identified in the Solicitation
Price
Architects:
How can your firm improve your chances for
solicitation award?
Scoring
Every evaluation has to be able to explain the award.
Assigning a numerical value to a category is what is
typically practiced within school districts.
It allows for teams to discuss the merits of an offer in a
precise manner.
Helps to keep teams focused on what is important vs what
is not. It ensures that the criteria most highly valued,
receives a higher share of the points.
Promotes objectivity.
Architectural vs General
Architectural Services RFP
General Services RFP
A.A.C. R7-2-1117 +
A.A.C. R7-2-1041 +
Public Notice: 14 days
Public Notice: 14 days.. unless
Evaluation Criteria in RFP must include Capabilities,
Qualifications and Methods of Approach
Evaluation Criteria in RFP Defined by District
Evaluations, Interviews & Ranking of Firms
Most Qualified - Memorandum Prepared
Single Fee:
Multiple Fee:
Evaluation Based on Factors Set Forth in RFP Usually Includes Fee
Negotiations with Highest Request for Fee Proposal
Qualified (Top 1 of 3)
from Top 5 Qualified Firms
Discussion with Offerors Allowable: Offerors Shall
be Accorded Fair Treatment
Fair and Reasonable
Compensation Agreed
Upon
“Fair and Equal Treatment”
During Fee Proposal
Process
Request for Best and Final Offers if Discussions
are Conducted
Contract Award
Recommended & Another
Memo Prepared
Contract Award
Recommended: Most
Advantageous Based on
Evaluation Factors and
Fee
Contract Award: Most Advantageous Based on
Evaluation Factors
Final Award Made by the Appropriate Approval
Authority
Final Award Made by the Appropriate Approval
Authority
Award Information Available to Public
Firms Interviewed will be Notified
Award Information Available to Public
Respondents may be Notified
Award
The Governing Board of a School District
approves the recommendation of the evaluation
team.
Authority can rest in the hands of the
Procurement Director.
Until approved, no announcements about the
award will be made.
Post Award – Where to go to get the details.
Thank you for participating in this workshop. For
further questions, please send us an email!
Contact Information:
Treena.Bradley@rsd.k12.az.us or
tziegler@goaj.org