RFP WorkshopOntario University

CollaborativeDecember 2013

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

ActivityLooking at your neighbor’s RFP….

• What did you like, what didn’t you like?

• Was there anything missing?

• Are there any potential improvements?

• Was the document easy to follow, were the submission documents clear?

Checklist• General comparison• Provide any notes• Comments • Discuss with group

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

ActivityLooking 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?

Factors For Success• Fair (state/follow rules)

• Open

• Impartial and Transparent (minimize evaluator bias / provide debriefing)

7

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?

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

1 PROPOSAL SUBMITTAL 4

2 DEFINITIONS 6

3 NOTICE 10

4 GENERAL TERMS AND CONDITIONS 34

5 SPECIAL CONDITIONS 42

6 TECHNICAL SPECIFICATIONS 43

7 FORM OF PROPOSAL 28

8 ATTACHMENTS/SAFETY GUIDE 232

TOTAL: 399

EXAMPLE ONLY

Typical Timeline

No Activity Average Duration

1 Time to propose 19 days +2 Time to evaluate 1-2 days3 Negotiation/planning period 30 days

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