RFP Workshop Ontario University Collaborative December
2013
Slide 2
Objectives Understand how to make any RFP more effective
Understand that the BV RFP is not very different Visualize how you
can use the BV RFP Identify similarities within the procurement
timeline
Slide 3
Looking at your neighbors RFP. What did you like, what didnt
you like? Was there anything missing? Are there any potential
improvements? Was the document easy to follow, were the submission
documents clear?
Slide 4
Checklist General comparison Provide any notes Comments Discuss
with group
Slide 5
Goals with RFPs Consistency Create a regular organization of
documents and requirements Reduce confusion Provide a structure for
vendors responses/proposals Save time Create templates that can be
easily evaluated
Slide 6
Looking at the BV RFP Is the RFP language is clear and concise?
Is it easy to understand what a vendor has to do? Does it have
complete information? Does the schedule allow for a reasonable
amount of time? What are the major benefits/differences?
Slide 7
Factors For Success Fair (state/follow rules) Open Impartial
and Transparent (minimize evaluator bias / provide debriefing)
7
Slide 8
Factors of Differentiation Are proposals allowed to contain
Vendor/Company names? Are proposals limited to less than 5 pages?
Is PPI collected on Firm, Individuals, and critical subs? Is vendor
specifically asked to address risks? Is vendor specifically asked
to identify added value? Are key individuals required to be
assigned to the project at proposal stage? During negotiation, is
vendor required to list any assumptions, deviations, and
uncontrollable risks? Is a debriefing provided for continuous
improvements?
Slide 9
Common Modifications Altering the ordering / placing of
information Listing the schedule / contents in beginning (instead
of throughout) Giving forms for each vendor requirement (with page
limits) Giving a background on evaluations No.Criteria# of Pages
1PROPOSAL SUBMITTAL4 2DEFINITIONS6 3NOTICE10 4GENERAL TERMS AND
CONDITIONS34 5SPECIAL CONDITIONS42 6TECHNICAL SPECIFICATIONS43
7FORM OF PROPOSAL28 8ATTACHMENTS/SAFETY GUIDE232 TOTAL:399 EXAMPLE
ONLY
Slide 10
Typical Timeline NoActivityAverage Duration 1Time to propose19
days + 2 Time to evaluate1-2 days 3Negotiation/planning period30
days
Slide 11
Summary Few major/material changes needed Goals are:
Consistency Reduce confusion Save time Set the desired expectation
ASU will help each University create their RFPs, schedules, and any
other documents needed