www.NAEPnet.org

RFP OverviewAlan A. Phillips, CPPB CTPM

Texas Southern University

Summer 2012

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

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 InstituteJuly 9 - 12, 2012Houston, Texas

PROCESS SELECTION CRITERIA

• Lead Time• Available Information• Requirements• Complexity of the Project• Competition• Need for a Solution• Ability to Negotiate

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

MAKING THE APPROPRIATE CHOICE

• Refer to any Applicable Statutory Requirements, i.e.:o Professional Serviceso Emergency Serviceso Proprietary Purchaseso Etc.

Facilities InstituteJuly 9 - 12, 2012Houston, 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/contr

actguide/

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

HELPFUL POINTERS

• Clear and Precise Language

• Proper and Consistent Nomenclature

• Keep thorough and Format Consistent

• Consider Ease of Proposer’s Submittal

• Simplify Addenda Format

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE

• Scope

• Contract Term

(Beginning and ending dates)

• Definitions

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE (continued)

• Statement of Worko Service Requirementso Sub-Contractorso Performance Measures

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE (continued)

• Proposal Information:o Schedule of Eventso Pre-Proposal Conferenceo Proposal Requirements

Submission Content (Submittal List) Company Information Proposed Products/Services Experience and Qualifications Compensation and Fees References

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE (continued)

o Inquirieso Proposal Evaluation and Award

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE (continued)

• General Terms and Conditionso Specificationso Award of Contract/Purchase Ordero Paymento Patents and Copyrightso Contractor Assignmentso Antitrusto Dispute Resolutiono Contractor Responsibilitieso Damage Claimso Insuranceo Abandonment or Defaulto Right to Audit

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE (continued)

• 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 InstituteJuly 9 - 12, 2012Houston, Texas

RFP TEMPLATE (continued)

• Execution of Proposal

• Miscellaneous Appendices and Exhibitso HSP Documentation

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

SOLICITATION OF PROPOSERS

• Select Proposerso CMBLo Suggested Sourceso Google.como Advertisement

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

SOLICITATION OF PROPOSERS (continued)

• ESBD and Texas Register• Miscellaneous MWBE (HMBC) Websites• Pre-Qualification

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

SOLICITATION OF PROPOSERS

• Solicitation Announcement

Facilities InstituteJuly 9 - 12, 2012Houston, 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 InstituteJuly 9 - 12, 2012Houston, 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 InstituteJuly 9 - 12, 2012Houston, Texas

ADDENDUMS

• 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 InstituteJuly 9 - 12, 2012Houston, 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 InstituteJuly 9 - 12, 2012Houston, 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 InstituteJuly 9 - 12, 2012Houston, Texas

EVALUATION PROCESS (continued)

• Schedule and Coordinate Evaluation Meetingso Purchasing Responsibilities:

Schedule demonstrations/presentations Obtain clarifications Assure integrity of process is maintained

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

EVALUATION PROCESS (continued)

• Schedule and Coordinate Evaluation Meetingso Evaluation Team Leader Responsibilities

Coordinate and schedule meetings Submit recommendation letter to Purchasing

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

EVALUATION PROCESS (continued)

• Schedule and Coordinate Evaluation Meetingso Evaluation Team Responsibilities

Attend all meetings and perform assigned tasks

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

BEST AND FINAL OFFER (BAFO)

• 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 InstituteJuly 9 - 12, 2012Houston, Texas

NEGOTIATIONS

• Designate a Lead Negotiator

• Select a Negotiation Team

• Determine points of issue

• Research

• Probability

• Determine acceptable/non-acceptable limits

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

NEGOTIATIONS (continued)

• Provide for meeting room and private side rooms

• Request response to all issues in writing

• Recap negotiations before meeting ends

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

AWARD PROCESS

• Receive appropriate management consent for awardo Check all necessary websites for websites for compliance

(CPA, EPLS, etc.)o W-9 or ACH informationo Create checklist to ensure Contract/Purchase Order

accurately reflects award criteria

Facilities InstituteJuly 9 - 12, 2012Houston, Texas

AWARD PROCESS (continued)

• Issue Contract or

• Issue Purchase Order or

• Issue combination Contract/Purchase Order

• Post notice of award to ESBD/Texas Register