Kick-Off Meeting

Project Name:

Project RFP/RFQ No.:

Date: Time: Location:

1

Kick-off Meeting

• Introductions –– Also complete sign in sheet and confidentiality statements

• RFP/RFQ Objective

• Project overview

• Define the end results

• Determine a timeline– Proposal due date; Deadline to submit questions; Pre-proposal conference; Answers to

questions posted on the DGS Web site; Weight setting meeting; and Selection meeting.

• Define task assignments

• Define BOP roles and responsibilities

• Define Agency roles and responsibilities

• Voting and Non-voting members

• Responsibility of Evaluation Committee Members

• Confidentiality Statement and No Conflict Form

• Define your evaluation team structure

• Sourcing Strategy-Determine the type of contact: Fixed Price, Cost Reimbursement, Time and Material, etc.

Meeting Agenda

2

Objectives– What is the end result for this procurement?• (provide project overview and define what the

end result of the project is )

– Timeline required to meet requirements

– ID Individuals Voting – Non- Voting

– Contract Performance Measures

– Task Assignment –responses to be provided by next meeting

3

Goals

Roles & Responsibilities

• DGS/BOP Leads: (Non-Voting)– Sourcing-Project Management– Market Place Analysis & Potential

Suppliers– Create SRM solicitation– Bid Opening & Review for

responsiveness– Negotiations & Contract Award– Debriefing for non-awarded

suppliers– Protests– Contract Management

• Amendments• Changes

– Customer Service

• Agency Procurement Leads: (Voting)– Budget Requirements– Requirements of the contract– Evaluate Proposals– Daily Management of Contract

• Supplier Management– Purchase Orders– Goods Receipts– Invoice Issues

• Performance Issues

Note: DGS, Comptroller, Bureau of Small Business Opportunities (BSBO) & Legal are non-voting members -- Agency and their designees score and evaluate all proposals 4

Procurement Process

• Preliminary Questions: (Many answered on Notice of Forthcoming Procurement Form)– Project Manager (from Agency):– How soon are these services required: – Is a current contract in place? if yes,

• Expiration date: • Length of original contract: Number of Renewals: • Do you want a 3-month extension to prevent a lapse in coverage?:• What is cost structure of current contract?:• Provide copies of reports on spend from original contract, if available

– Budget for new contract $ (Federal or State Funds)– Any special insurance coverage required: ___________– Does this procurement involve IT Services:– Does this procurement impact Article 43 employer/employees/union matters?– Has PIBH expressed an interest (or part of PIBH carve out contract)?

• Which methodology for this procurement?– IFB, ITQ (RFQ),RFP

• DGS/BOP Recommends: • Agency Recommends:

• Is an RFI beneficial to add to this process?5

Market Place - Potential Suppliers• Current Supplier(s),if an existing Contract

• Potential Suppliers – Known – Agency recommendations

– If RFQ, What category(s) must the proposers be qualified under.

– Unknown- DGS/BOP research and provide recommendations

• Standard practices

• Pricing methodologies

• Price points

Suppliers/Proposers

6

Evaluation Process• Evaluation Team Structure

– Program Manager (From Agency)• Will assemble individuals to form a project team to

include others from other departments or Agencies who can contribute special technical, operations, financial or management expertise to the evaluation process

– Technical

– Cost

– Bureau of Small Business Opportunities (BSBO)

– Legal

– Comptroller

Evaluation Team

7

Sourcing Strategy

• Performance Based Contract or Deliverable Based Contract– Fixed- Price Contract

– Cost-Reimbursement or Unit-Price Contract

– Time and Materials Contract

– Mixture of above

• Next Meeting– All committee members to attend

– Develop a timeline and End User (Agency) to provide draft of the SOW

8

Name Agency Telephone Email address

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Project Title: ______________________________Date:____________

Sign In Sheet

9