Procurement: Who, Procurement: Who, What, When, How, and What, When, How, and

Why? Why?

Presented by:Presented by: Karen Karen RobersonRoberson

Areatha ClarkAreatha Clark

Contents of Contents of PresentationPresentation Who?Who? Procurement PolicyProcurement Policy Additional WIA RequirementsAdditional WIA Requirements Procurement MethodsProcurement Methods What is a RFP?What is a RFP? RFP ProcessRFP Process Interactive RFPInteractive RFP

WHOWHO

State and Other Governmental State and Other Governmental Grantees (i.e., State and Local Grantees (i.e., State and Local Government, Indian tribe grantees)Government, Indian tribe grantees)

Nongovernmental Grantees and Nongovernmental Grantees and Subgrantees (i.e., Institutions of Subgrantees (i.e., Institutions of Higher Education, Hospitals, Higher Education, Hospitals, Nonprofits, Commercial Nonprofits, Commercial Organizations)Organizations)

State EntitiesState Entities

29 CFR 97.3629 CFR 97.36What should be in the procurement policy?What should be in the procurement policy?1. System that tracks performance1. System that tracks performance2. Standards for conduct2. Standards for conduct3. Review process3. Review process4. Promotes intergovernmental agreements4. Promotes intergovernmental agreements5. Award criteria5. Award criteria6. Documentation of steps through the 6. Documentation of steps through the award award process process7. Settlement process7. Settlement process8. Protest procedures8. Protest procedures

Non-Governmental Non-Governmental EntitiesEntities 29 CFR 9529 CFR 95

What should be in the procurement What should be in the procurement policy?policy?1. Standards for conduct1. Standards for conduct2. Maintain “full and open competition”2. Maintain “full and open competition”3. Written procedures3. Written procedures4. Solicitations must provide4. Solicitations must provide5. Resolution of issues5. Resolution of issues6. Encourage small businesses, 6. Encourage small businesses, minority-minority- owned firms, and owned firms, and women’s businesseswomen’s businesses

WIA RequirementsWIA Requirements

The local workforce investment plan must The local workforce investment plan must contain a description of the competitive contain a description of the competitive process used to award grants under WIA.process used to award grants under WIA.

Procurement requirements for youth Procurement requirements for youth services. Activities and services for youth services. Activities and services for youth must be competitively procured. must be competitively procured. --Section 123 of the ActSection 123 of the Act-TEGL 9-00 (Training and Employment -TEGL 9-00 (Training and Employment Guidance Letter) Guidance Letter) -TEGL 12-01-TEGL 12-01-WIA Youth Program RFP Guide -WIA Youth Program RFP Guide (www.doleta.gov/youthservices/techassistanc(www.doleta.gov/youthservices/techassistance.asp)e.asp)

State Entities State Entities Procurement MethodsProcurement Methods

Four Procurement MethodsFour Procurement Methods1. Small Purchase – procure goods and 1. Small Purchase – procure goods and supplies; supplies; federal/local thresholdfederal/local threshold2. Sealed Bids – Invitation for Bid (IFB) 2. Sealed Bids – Invitation for Bid (IFB) publicly publicly advertised; results in fixed price advertised; results in fixed price contractcontract3. Competitive Proposals – Request for 3. Competitive Proposals – Request for Proposal Proposal (RFP) publicized; results in fixed (RFP) publicized; results in fixed price or cost price or cost reimbursement contract;reimbursement contract;4. Non-Competitive Proposals – sole 4. Non-Competitive Proposals – sole source; a source; a cost analysis is required;cost analysis is required;

Non-Governmental Non-Governmental Entities Procurement Entities Procurement

MethodsMethods Four Procurement MethodsFour Procurement Methods

1. Small Purchase – threshold is 1. Small Purchase – threshold is $100,000$100,000

2. Sealed Bids2. Sealed Bids3. Competitive Bids3. Competitive Bids4. Non-Competitive Bids4. Non-Competitive Bids

**Subject to review by the **Subject to review by the awarding agencyawarding agency

What is a RFP?What is a RFP?

Application and/or a document.Application and/or a document. Issued when an agency is seeking Issued when an agency is seeking

goods or services.goods or services. Publicized with specifications for Publicized with specifications for

proposed goods/services and proposed goods/services and identify evaluation factors and identify evaluation factors and their relative importance.their relative importance.

What is a RFP?What is a RFP?

Solicited from an adequate Solicited from an adequate number of qualified sources.number of qualified sources.

Method for conducting technical Method for conducting technical evaluations of proposals and evaluations of proposals and selection of awardees.selection of awardees.

RFP ProcessRFP Process

Need for a service/product.Need for a service/product. WIA Staff creates an RFP for WIA Staff creates an RFP for

potential grantees to respond to.potential grantees to respond to. A Bidder’s List is established for A Bidder’s List is established for

those interested in applying.those interested in applying. The release of the RFP is approved The release of the RFP is approved

by the WIB.by the WIB. Advertised in local papers.Advertised in local papers.

RFP ProcessRFP Process

Bidder’s ConferenceBidder’s Conference Deadline for submittalDeadline for submittal Proposals are opened together by WIA Proposals are opened together by WIA

Staff and an outside party .Staff and an outside party . Reviewed for mandatory copies and Reviewed for mandatory copies and

forms. Signed off by reviewer.forms. Signed off by reviewer. Reviewed by WIA Staff and a Proposal Reviewed by WIA Staff and a Proposal

Summary is written for Rating and Summary is written for Rating and Ranking Committee Members.Ranking Committee Members.

RFP ProcessRFP Process

Once all are reviewed, copies of Once all are reviewed, copies of every proposal are delivered to every proposal are delivered to members of the R & R Committee.members of the R & R Committee.

R & R Committee members review R & R Committee members review proposals and score each.proposals and score each.

R & R Committee meets and reveals R & R Committee meets and reveals scores for each proposal.scores for each proposal.

WIA Staff combine all scores for WIA Staff combine all scores for each proposal for an average score.each proposal for an average score.

RFP ProcessRFP Process

Average score must be at least a Average score must be at least a 75 in order for the proposal to be 75 in order for the proposal to be considered for funding.considered for funding.

Once all the scoring is complete, Once all the scoring is complete, the R & R Committee are informed the R & R Committee are informed of what proposals scored a 75 and of what proposals scored a 75 and which county is represented.which county is represented.

Awards are based on fair share Awards are based on fair share allocation for each county.allocation for each county.

RFP ProcessRFP Process

R & R Committee brings forth R & R Committee brings forth their recommendation for funding their recommendation for funding at the next WIB meeting.at the next WIB meeting.

Interactive RFPInteractive RFP

Questions and Questions and AnswersAnswers

kroberson@slcog.orgkroberson@slcog.org

aclark@slcog.orgaclark@slcog.org

(803) 775-7381(803) 775-7381