The RFP Process
2004 DPS Forum
Ron King, CPPB, CPPO, VCO
DPS Account Executive
804.786.0394
ron.king@dgs.virginia.gov
Overview
Let’s put the pieces together!
Overview
Differences between the IFB & RFP.
Let your imagination take flight!
The RFP Process
Elements of a good specification
Identifies a minimum requirement
Allows for maximum competition
Identifies test methods to be used to verify
compliance with the requirement
Contributes to obtaining best value at lowest
cost using a fair, equitable, and transparent
contract award process
The RFP Process
Which vendors should receive a copy of
the RFP?
Let’s list some of the points
that need to be considered.
The RFP Process
Where can we find vendors?
The RFP Process
Should competition ever be limited?
If so, when?
Developing the RFP Document
Divide into groups of 6 - 7, and list what
should be included in the “Instructions for
Proposal Submittal” section of the RFP.
Select a spokesperson to present your group’s
list.
Developing the RFP Document
Appropriate Use of Words
Shall/Must--expresses a
requirement
Should/May--expresses non-
mandatory provisions
Developing the RFP Document
Let’s make sure we understand now!
The Contractor ___________ provide
should/may
additional training to Agency employees. (This
is an optional provision.)
The Contractor ___________ complete all
shall/must
work by Dec. 31. (This is a mandatory
provision.)
should/may
The Contractor ___________ work weekends.
(This is an optional for the vendor.)
Developing the RFP Document
Read “How Specs Live Forever”
Do you have any related experiences to share?
The Proposal Handling Process
What are some issues that need to be
considered in the handling of proposals?
Let’s list them.
The Evaluation Process & Selection
The evaluation committee
What specialists may be needed?
What are the committee’s functions?
What is the Purchasing representative’s role?
The Evaluation Process & Selection
Evaluation Committee Code of Conduct
Commitment of judgment and time
Objective & fair
Representing their entity
Confidentiality until it’s a matter of
public record
Courteous & professional
The Evaluation Process & Selection
Review of Committee
Instructions handout
The Evaluation Process & Selection
Minor irregularities may be waived.
What are some things that are considered
minor irregularities?
Evaluation Methodologies
Highest Numerical Score
Averaged or Consensus
Air Force Color System
Adjective Ratings
Evaluation Methodologies
Total Cost of Ownership
Is the apparent low price really the lowest
price?
Contract Negotiations
Negotiation Team
Divide into teams of 5 - 7. On one sheet, list
the job titles of those you’d want on your team
for a conference facility contract.
On a second sheet, list the individual
qualifications and qualities these people should
have.
Contract Negotiations
Let’s discuss some negotiation tips!
Contract Negotiations
What do you think are some qualities of a
good negotiator?
Contract Negotiations
Listening Awareness Inventory
Take a few minutes and take this assessment
Then, let’s review scores.
What are your strengths/weaknesses as a
listener?
How can enhanced listening skills improve
communication and negotiation skills?
Contract Negotiations
Then, let’s review scores.
36 - 40 Outstanding listener
30 - 35 Good listener--put more effort into
attention and suspending judgment
26 - 29 Need work. What’s the payoff for
improving?
0 - 25 Ask if you were really serious about
taking this test. What could you gain by
improving your listening skills?
Contract Negotiations
What are your strengths/weaknesses as a
listener?
How can enhanced listening skills improve
communication and negotiation skills?
Contract Negotiations
International Negotiations Special
Considerations
Contract Writing: Ts & Cs
General Interpretation of a Contract
Parole Evidence Rule
Plain Meaning Rule
Contract Writing: Ts & Cs
Drafting: Good Writing Rules
Use the present tense
Use the active voice
Provide a remedy
Use cross references
Use plain language
Do not vary the language
Completing the RFP Process
Confirm successful offeror
End user sign-off
Finance office/funding
Executive approval
Governing body/Board approvals
Award to successful offeror
Completing the RFP Process
Releasing the Results
Unsuccessful offerors
Public at large
Debriefing unsuccessful offerors
Releasing information as required by law
Completing the RFP Process
Completing the RFP File
Award documents
Contract administration material
Evaluation documents
Original RFP and addenda
Planning documents
Proposals received
Completing the RFP Process
Dealing with Complaints & Protests
The RFP Process
Practical exercise time!