Responding to ITBs-RFPs-ITNs - What Vendors Need to Knowarchive.floridadisaster.org/Mitigation/hlmp/documents/Responding to... · Based on the solicitation type (ITB, RFP, or ITN)

THE FLORIDA DIVISION OF EMERGENCY MANAGEMENT

RESPONDING TO STATE PROCUREMENT – WHAT VENDORS

NEED TO KNOW


COURSE GOALS:

Provide background regarding procurement methods.

Assist vendors in identifying/locating procurement opportunities.

Assist vendors in responding to solicitations (ITBs, RFPs, and ITNs).

Share common pitfalls/issues found in responses.

Identify other helpful/useful tips.


KNOWING THE ACRONYMS AND THE MEANING

BEHIND THEM

ITB – refers to a competitive procurement solicitation known as an “Invitation to Bid”

When is an invitation to bid used by a State agency?

When an agency is capable of establishing precise specifications for a commodity or defining, with specificity, a scope of work for the commodities or contractual services sought. Through this process, vendors are able to compete on a cost basis for like items or services.


RFP – REFERS TO A COMPETITIVE

PROCUREMENT PROCESS KNOWN AS A

“REQUEST FOR PROPOSALS”

The request for proposals method of procurement is used when it

is not practicable for the agency to specifically define the scope of work for which the commodities or contractual services is needed.

Simply put, the agency can describe what it wants to accomplish but the methods or means to accomplish the desired outcome cannot be easily defined. There may be several methods available to accomplish a task, and the agency is considering all the available options.


ITN - REFERS TO A COMPETITIVE PROCUREMENT

PROCESS KNOWN AS AN “INVITATION TO

NEGOTIATE”

This method of procurement is

frequently used in areas experiencing constant change in the marketplace. Agencies want the opportunity to obtain current up-to-date goods or services at the time of contracting.


• Can an agency describe in sufficient detail the

specifications for the commodity or the services

needed? If not, why not? File should be

documented regarding reasons for not using the ITB

method of procurement. If determined that an ITB

won’t work, proceed to Step 2. (287.057(1)(a),

Florida Statutes)

• Does the agency find itself in a position where it is

unable to specifically define the goods or services

needed? If “yes”, why? Are there different methods/

means available to meet the needs? Does the

agency feel that it can obtain “best value” using this

approach? If no, the agency must document in

writing why this process won’t meet the needs of the

agency before moving to Step 3. (287.057(1)(b),

Florida Statutes)

ITB Step 1:

Step 2: RFP

AGENCY REQUIREMENTS


• If the agency has determined that an ITB or an RFP will not result in the best value to the state, the agency if authorized by the head of the agency, may procure commodities and contractual services using the ITN process. The procurement file must be documented to support why an ITB and a RFP will not result in best value to the state. (287.057(1)(c), Florida Statutes)

Step 3: ITN

“Best Value,” as defined in Chapter 287.012(4), Florida Statutes, means

“the highest overall value to the state based on objective factors that

include, but are not limited to, price, quality, design and workmanship.”


LOCATING PROCUREMENT OPPORTUNITIES

The Division of Emergency Management advertises all formal solicitations electronically. The solicitation documents are not published or distributed in any other format. The solicitation documents are available only through the State of Florida Vendor Bid System at the following site: http://vbs.dms.state.fl.us/vbs/main_menu.

Choose “Search Advertisements” on the menu screen. The search page provides several ways to customize the search. The “Advertisement Type” may be left blank. Target the search by choosing Division of Emergency Management (or any agency of your choice) from the “Agency” selection list. Scroll down to click “Initiate Search.”

http://vbs.dms.state.fl.us/vbs/main_menu


To Avoid Missing Publications of Notices, Addendums or other Future Advertisements

We encourage all interested parties to complete the Electronic Notification Registration at the Web site to begin receiving automatic e-mail notifications of such solicitations. Once you register to receive notifications you will get them for all State Agencies who are advertising under the commodity codes you select.

My Florida Market Place Helpdesk (866) 352-3776

LOCATING PROCUREMENT OPPORTUNITIES (CONT)


For this example, I have

selected the Department

using the dropdown

menu.

Click on “initiate

search” to begin the

process.


Review the “Ad Type”

Agency Decision =

Recommended Award or

Action

Competitive Solicitation =

Procurement Opportunity

For this example we are

going to click on the

Number “2011004C.”

Be cautious of this date

because it is based on a

date for the end of the

advertisement and may not

reflect the true due date for

a vendor response.


Periodically, return

to the advertisement

to check for

updates.

Each agency must

identify at least one DMS

Class and Group Number

to place an

advertisement in the

Vendor Bid System.

Always review the

numbers for ads you are

interested in to make

sure you are registered

under all the appropriate

codes for your business.


For the most part,

DEM includes all

solicitation

documents with the

Vendor Bid System

Advertisement.

If you have a

question, put it in

writing and submit it

to the procurement

officer as directed.

Take note of

important dates!


Revisit the advertisement periodically to check for

additional documents/ information that may have been

posted for respondents to consider. The “Version”

column should help in identifying additional

documents added over the course of the procurement

process.


BASIC SOLICITATION ELEMENTS

• General Terms and Conditions (DMS PUR1000 and PUR1001 Forms)

• Special Terms and Conditions

• Scope/Specifications/Deliverables

• Submittal Requirements

• Evaluation Criteria


RESPONDING TO SOLICITATIONS

Review the Scope of Work/Scope of Services.

If only a portion of the

goods/services needed can

be provided, identify

whether an opportunity

exists to team with another

vendor to provide all

goods/services needed.

Determine if your

organization can provide all

of the goods or services

sought.


Review the deliverables expected and the schedule for delivery to evaluate the reasonableness of the requirements and your company’s ability to meet the dates considering current workload.

Be honest with your assessment of your organization’s capabilities to meet the needs of the agency.

Review the draft contract provided in the solicitation. Identify any issues with the agreement that need to be addressed.


Determine if teaming with another entity is allowed under the solicitation.

Consider the risks associated with the project – financial, business, and employee.

Determine if sufficient time is available to prepare a meaningful response to the solicitation.

Review the schedule to verify that scheduled events requiring a prospective vendor’s participation haven’t been missed.


Actively participate in mandatory and non-mandatory meetings scheduled by the agency.

Periodically return to the website where the solicitation was originally posted for updates.

If you have questions, put them in writing to the Procurement Officer identified in the solicitation.


TERMS AND CONDITIONS

All State agencies are required by 60A-1, Florida Administrative Code to include the following documents in formal solicitations issued by the agency.

• State of Florida, PUR1000 – General Contract Conditions

• State of Florida, PUR1001 – General Instructions to Respondents


Familiarize yourself with these documents.

Identify terms that are problematic to your

company.

Keep a highlighted copy available for review

with issued solicitations.

Look for terms that have been changed

(replaced) within the solicitation.

Consider asking a question if you feel the term

or condition isn’t appropriate for the

solicitation.

Keep in mind that agencies may include additional special

conditions that must be met.


PREPARING A RESPONSE

Based on the solicitation type (ITB, RFP, or ITN) the instructions for responding may differ.

An invitation to bid is generally structured in such a way

that a respondent provides minimal documentation to

support their qualifications to provide the goods or

services. Examples of documentation required may

include: licenses, permits, insurance, proof of

agreement from product source, references, available

equipment, years experience performing the services

sought, etc.

Once the respondent has passed the minimum

requirements test, the award is recommended to the

respondent with the lowest bid.

ITB


RFP AND ITN

Detailed instructions identify the elements of information or documentation to be submitted for evaluation purposes.

Respondents should review the instructions with the evaluation criteria established in the solicitation to ensure that all critical elements are addressed.

Focus on the information to be provided.

Provide a professional looking response – no need to spend money on a presentation that doesn’t add value to your response.

RFP ITN


ITBS, RFPS AND ITNS

Know the last date for submission of questions and don’t wait until the last minute to ask your questions.

Don’t be afraid to ask questions!

Utilize checklist provided in solicitation in an effort to confirm compliance with the basic requirements.

References – confirm responsible and responsiveness of proposed references to participate in evaluating your past performance. Provide willing references with questionnaire contained in the solicitation.


ITBS, RFITBS, RFPS AND ITNSPS AND ITNS

Make sure letters required and other forms included as part of the response contain the appropriate signatures.

Provide sufficient time in the process to allow someone in your organization to review the response as proposed for submittal. Recommend that this person not be an active participant in the preparation of the draft response.


COMMON PITFALLS/ISSUES

Submit incomplete or unsigned documents in

response to a solicitation.

Did not consider the evaluation criteria in building

a response to a solicitation.

Did not communicate with proposed references

regarding their participation in the review process.

Submit incomplete or incorrect contact information

for references.


COMMON PITFALLS/ISSUES (CONTINUED).

Incumbent contractor assumes that details requested in response aren’t necessary as agency knows the quality of work provided.

Exceed established page limits for response.

Do not participate in mandatory meeting/site visit.

Submit a response as a “prime contractor” and agreed to serve as a “subcontractor” in another response.


COMMON PITFALLS/ISSUES (CONTINUED).

Fail to use updated forms or submit signed

addenda.

Rely on something heard rather than getting information in writing.


SAMPLE EVALUATION

Sample Evaluation Criteria


CALCULATION OF EVALUATION RESULTS

SAMPLE EVALUATION


OTHER HELPFUL HINTS

If you think that an error exists in the specifications/requirements, submit a question on the issue.

All communication regarding the solicitation must be directed to the Procurement Officer established in the solicitation.

If using an overnight delivery service, provide sufficient time to address delivery problems, should one exist.

Don’t use the language contained in the solicitation as your response to the solicitation.


AWARD PROCESS

Procurement Solicitation Issued

Vendors respond to solicitation

Due to the competitive procurement(s), Florida Division of Emergency Management is in a statutorily imposed “Blackout Period” until 72 hours after the award and cannot provide interpretation or additional information not included in the solicitation documents.

Awardees are contacted by the Agency

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