PREPARING A REQUEST FOR PROPOSAL
2016 AGENCY PURCHASING CONFERENCE
Presented by: Tara Lyle, Buyer Supervisor
COURSE OBJECTIVE
By the end of this session, you should be able to…
Prepare and adequately plan for a Request for Proposals (RFP), including how to
submit the appropriate request in wvOASIS
PLANNING: DETERMINE THE PROCUREMENT
METHOD
Request for Proposals
Request for Quotes
Problem willing to entertain multiple
solutions
Usually used for professional service
contracts
Subjective and objective evaluations
Award to highest ranked (70%
technical / 30% cost)
Protest more likely
Know what you want or only one
solution is acceptable
Primarily used for goods but can be
used for services
Only objective evaluation
Award to lowest cost meeting
specifications
Protest less likely
PLANNING: PRIOR TO THE USE OF AN RFP
Conduct market research (begin planning for your vendor lists on the
wvOASIS requisition)
Written pre-approval needed from Purchasing
Description of project
Estimated dollar value
Must be over $250,000.00
Under $250,000 must be approved by Director
Why the RFP process is the best suited procurement method
Identify and justify committee members and advisors; include
RPK1 any request for an
irregular committee (i.e. more than five members, Procurement Officer not a
member, etc.)
Slide 4
RPK1
Kilpatrick, Robert P, 7/30/2015
PLANNING: PRIOR TO THE USE OF AN RFP
Include any other request for pre-approval from Purchasing (i.e. long-
term contract, etc.)
Any additional relevant information
Submit by email to your Purchasing Division Buyer, who will forward to
the Director (or his designee) for review and approval/rejection
Attach all pre-approvals to a Procurement Note - with the Requisition
Procurement State (1) and comments such as “RFP Pre-approvals” - in
the requisition’s Procurement Folder.
PLANNING: THE EVALUATION COMMITTEE
Who should be on your committee?
Voting members (3-5) (must have pre-approval for more than five)
Chairperson
Mediates discussions and time management
Prepares consensus evaluation
Represents committee in protest
Agency Procurement Officer (must have pre-approval to not participate; can be primary or
backup)
Subject matter experts
Non-voting advisory members
What is their role in the evaluation process and when do you get them
involved? Understand the potential for conflicts of interest.
PLANNING: THE REQUISITION
What type of Requisition should you use?
CRQS for an Award Document that you anticipate will be fixed cost: CPO or CCT
CRQM for an Award Document that you anticipate will be Open-Ended: CMA
How do you complete the Requisition?
Header:
Document name and document description
Procurement Type ID (CPO, CCT, or CMA?)
Maximum budgeted amount
PLANNING: THE REQUISITION (CONT’D)
How do you complete the Requisition?
Header cont’d
Shipping/Billing
Reporting 1 Field: Number 8, Request for Proposal
Attachments:
Completed RFP Standard Format (see below)
Purchasing Master Terms and Conditions (see Sections Two and Three, below)
Any separate Attachments (A, B & C, plus any solicitation-specific documentation)
PLANNING: THE REQUISITION (CONT’D)
How do you complete the Requisition?
Vendor Lists
Vendor: Use wvOASIS entities
Free-Form Vendor:
For non-wvOASIS entities, or
wvOASIS entities where Agency has alternate contact information than what appears
in VCUST, or
Agency representatives who want notified of publication in the VSS (Default
Correspondence: Email)
PLANNING: THE REQUISITION (CONT’D)
How do you complete the Requisition?
Commodity lines
Should match the intent of the Award Document (Type: Item versus Type: Service)
Should match Attachment C: Cost Sheet
Accounting, as needed by the Agency to encumber funds
Processing: Validate and Submit; Buyer will generate CRFP document by Copying
Forward from the Final Requisition
RFP STANDARD FORMAT
Section One: General Information and Instructions
Purpose
General information for vendors
Schedule of events
RFP STANDARD FORMAT
Section Two: Instructions to Vendors Submitting Bids
Located in the master terms and conditions and contains information
regarding the following:
Mandatory terms (fixed)
Pre-bid meetings (Agency)
Deadline for vendor questions (Buyer, with Agency input)
Verbal communication guidelines (fixed)
Bid submission and opening (Buyer, with Agency input)
Addendum acknowledgment (fixed)
Bid formatting (eg, convenience copies, Agency)
RFP STANDARD FORMAT
Section Three: General Terms and Conditions
General terms and conditions are to be completed and added to this section of the
RFP:
Contract term
Quantities (CRQS versus CRQM)
Bonding requirements
Insurance requirements
Other required documents
Liquidated damages
P-Card acceptance and reporting
RFP STANDARD FORMAT
Section Four: Project Specifications
1. Location (where the work will take place)
2. Background and current operating environment
Information the vendor needs to know about your agency, current operating systems,
personnel, etc. to present an informed proposal
3. Qualifications and experience (can be evaluated OR mandatory)
4. Project and Goals
Include only those which will be scored during the evaluation
5. Mandatory requirements
6. Oral presentations (agency option)
RFP STANDARD FORMAT
Section Four, Subsection 4: Goals and Objectives
Goal(s)
Broad
Give the vendor an overview of your problem(s)
Objective(s)
Less broad
Define the expectations for evaluating responses in terms of meeting the project goals
(What would you like to have, if possible?)
Used as benchmarks for deductions and should be flexible enough to allow for the vendor
to propose how they will meet your goals (solve your problem)
GOALS AND OBJECTIVES EXAMPLE
Attachment A: Vendor Response Sheet
Section 4, Subsection 3:
Should instruct the vendor what the Agency wishes to see relating to their qualifications
and experience to demonstrate that they have the skill level necessary to complete the
project.
Example: “The vendor should provide a list of personnel who will be dedicated to
this project including a resume and copy of any certifications and/or degrees
applicable.”
Section 4, Subsection 4.1:
Should instruct the vendor what the Agency wishes to see to demonstrate their approach
and methodology to meeting the goals and objectives of the project.
Example: “The vendor should provide a copy of their course curriculum and a
synopsis for each course demonstrating how the course covers West Virginia
Purchasing laws, policies, and procedures.”
MANDATORY REQUIREMENTS
Section 4, Subsection 5: Mandatory Requirements
Mandatory requirements are limited to the duties and responsibilities of the agency
as defined in federal or state law and the functions critical to the mission and
operation of the agency
Mandatory requirements cannot be waived and should be used with extreme caution
In the evaluation process, vendors either meet or do not meet these requirements
Vendors failing to meet any mandatory requirement must be disqualified
MANDATORY REQUIREMENTS
Attachment B: Mandatory Specification Checklist
Reiterates all mandatory specifications contained in the RFP
May ask Vendor to demonstrate adherence to the mandatory requirements (proposal
versus contractual mandates)
Certifies that the vendor acknowledges and meets the mandatory requirements
Example: “The successful vendor must provide training based on procurement law, policies,
and procedures set forth in the West Virginia Purchasing Handbook, WV State Code of Rule
148CSR1, and WV State Code 5A-3. Training must also include any other Code and Rule
sections as they relate to procurement. Please provide a copy of all training materials
demonstrating adherence to the aforementioned requirement.”
COST SHEET
Attachment C: Cost Sheet
Must reflect the content of the specifications
Must allow for an “apples to apples” comparison of the received proposals
Should consider all factors applicable to the cost to assure that the lowest received
cost is the lowest cost for the project
RFP STANDARD FORMAT
Section Five:Vendor Proposal
Reiterates instructions regarding the Vendor’s Technical Proposal from Sections Three
and Four:
Attachment A
Attachment B
Provides specific instructions on how the Vendor should complete the Cost Proposal
using Attachment C
Explains the difference between Technical and Cost Proposal Openings to the bidders
RFP STANDARD FORMAT
Section Six: Evaluation and Award
Evaluation criteria
Qualifications and experience
Approach and methodology
Oral interview, if applicable
Cost
Evaluation should directly correlate to your specifications
Cover all areas
Weigh the elements of project which are of the highest importance to you
Should be a total of 100 points, with cost a minimum of 30
Exceptions must be pre-approved by Purchasing Director
Questions?
Be sure to sign the attendance sheet.
Tara Lyle
[email protected]
(304) 558-2544