It Rfp

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					Procurement-the RFP

            By
Warren J. McKeon, CPA, VCO
    Methods of Procurement
 Small purchase, $50,000 or less
 Emergency procurement
 Sole source procurement
 Competitive bid (IFB) > $50,000
 Competitive negotiation (RFP) >
  $50,000
     > $30,000 professional services
     Small Purchase $5,000 or
               Less

   Single quotation is acceptable

   Verbal or in writing

   Document
$5,000 Not Exceeding $15,000
   Three quotations from a valid source

   Quotations may be written or verbal

   Document the same as for $5,000 or
    less
                    
    $15,000 Not Exceeding $50,000,
        Not Exceeding $30,000
         If Professional Service

 Four written quotations
 Request for quotation should include:
    – What
    – When
    – Who
    – General and special terms
    $15,000 Not Exceeding
      $50,000 Continued
 Receive quotations
 Tabulate quotations
 Determine
 Responsive?
 Responsible?
 Post
 Execute
    Good and Non Professional
       Services > $50,000


   Only two acceptable procurement
    methods
    – Competitive sealed bid (IFB)
    – Competitive negotiation (RFP)
             Invitation To Bid
   Specifications
   All general and special terms and conditions
   Pricing scenario
   Due date
   Advertise and post for a minimum of 10 days
   Mail
   Bidder solicitation list
     When the Bid Is Received


   Stamp

   Late bids
             Opening Bids
 Open publicly
 Read aloud
    – Bidder
    – Price
    – Discount terms
               Evaluation

   Responsive?

   Determine the responsive bidder with
    the lowest price
       Responsible Vendor
 Check
 Confirm
 Verify
 Investigate
             Award
   Lowest

   Post

   Issue
    Request for Proposal (RFP)
 Written
 Criteria
 Contractual terms and conditions
 Unique capabilities and qualifications
  required of the vendor
             When to Use?

   Can’t use competitive sealed bidding

   For professional services
           IFB or RFP ?
 Ombudsman reporting software
 Janitorial cleaning
 Annual fiscal audit
 Employee assistance program (using a
  clinical psychologist)
 Virginia Public Procurement Act


 Public notice
 Multiple awards
 Award notice
         RFP Procedure
 Determine the need
 RFP justification
 Create the RFP
 Evaluation committee
 Pre-proposal conference
 Evaluate
 Award
        Creating the RFP
 Timeframe
 Background
 Statement of needs and deliverables
 Specific proposal instructions
 Evaluation criteria and weights
 General terms and special conditions
 Method of payment
             Issue the RFP
   Public notice

   Post on the eVA website

   Mail
      Receipt of Proposals
 Deadline
 Late proposals
 No public opening
 Check proposals for required
  information
 Distribute proposals to the evaluation
  committee
 Committee meets as a group
       Consensus Evaluation
   Individual review

   Responsible?

   Consensus scoring sheet
            Negotiation
 Select
 Negotiate
 Re-score
 Intent to award
 Prepare and execute contract
 RFP for Professional Service
 The RFP shall not request that offerors
  furnish estimates of man hours or cost
  for services.
 What can you ask for?
             Evaluation
 Proposals are ranked
 Negotiate with Offeror #1
 Award or Proceed to #2
 Award or Proceed to #3
 Award or reissue RFP
Questions

				
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