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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
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