Responding to ITBs/RFPs/ITNs – What Vendors Need to Know Gwenn D. Godfrey, Chief Bureau of General Services Florida Department of Environmental Protection.

Responding to Responding to ITBs/RFPs/ITNs – ITBs/RFPs/ITNs –

What Vendors Need What Vendors Need to Knowto Know

Gwenn D. Godfrey, ChiefGwenn D. Godfrey, ChiefBureau of General ServicesBureau of General Services

Florida Department of Florida Department of Environmental ProtectionEnvironmental Protection

3800 Commonwealth Boulevard3800 Commonwealth BoulevardTallahassee, Florida 32399-3000Tallahassee, Florida 32399-3000

Phone: 850/245-2350Phone: 850/245-2350(Last Updated on 11/09/2011)(Last Updated on 11/09/2011)

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Course Goals:Course Goals:

Provide background regarding Provide background regarding procurement methods.procurement methods.

Assist vendors in identifying/locating Assist vendors in identifying/locating procurement opportunities.procurement opportunities.

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

Share common pitfalls/issues found in Share common pitfalls/issues found in responses.responses.

Identify other helpful/useful tips.Identify other helpful/useful tips.

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Knowing the Acronyms Knowing the Acronyms and the Meaning Behind and the Meaning Behind

ThemThem ITB – refers to a competitive ITB – refers to a competitive

procurement solicitation known procurement solicitation known as an “Invitation to Bid”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.

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RFP – refers to a competitive RFP – refers to a competitive procurement process known as a procurement process known as a “Request for Proposals”“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.

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ITN – refers to a competitive ITN – refers to a competitive procurement process known as procurement process known as an “Invitation to Negotiate”an “Invitation to Negotiate”

An invitation to negotiate is used when the agency determines that negotiations may be necessary for the state to receive the best value.

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.

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Agency RequirementsAgency Requirements

ITB 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)

Step 1:

Step 2:

RFP

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Step 3:

ITNIf 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)

“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.”

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Locating Procurement Locating Procurement OpportunitiesOpportunities

Vendors interested in doing Vendors interested in doing business with State agencies in business with State agencies in Florida should register in Florida should register in MyFloridaMarketPlace MyFloridaMarketPlace andand become become familiar with the following website.familiar with the following website.

Department of Management Services Department of Management Services Vendor Bid SystemVendor Bid System

http://myflorida.com/apps/vbs/vbs_www.search.criteria_form

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For this example, I have selected the Department using the dropdown menu.

Click on “initiate search” to begin the process.

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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.

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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.

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For the most part, DEP 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!

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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.

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Possible source for identification of future competitive procurement opportunities – OSD Website: http://dms.myflorida.com/other_programs/office_of_supplier_diversity_osd

OSD provides information under the “Vendor Resources”/ “Office of Supplier Diversity Resources” section of its website.

State Fiscal Year:July 1st – June 30th

Using the State Fiscal Year noted above, calculate the current fiscal year quarter to be considered. Q1 = Quarter 1Q2 = Quarter 2Q3 = Quarter 3Q4 = Quarter 4

Recommend that this data be reviewed within the first few weeks of each quarter.

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Basic Solicitation ElementsBasic Solicitation Elements

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

Special Terms and ConditionsSpecial Terms and Conditions Scope/Specifications/DeliverablesScope/Specifications/Deliverables Submittal RequirementsSubmittal Requirements Evaluation CriteriaEvaluation Criteria

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Responding to Responding to SolicitationsSolicitations

Review the Scope of Work/Scope of Review the Scope of Work/Scope of Services.Services.

Determine if Determine if your your organization can organization can provide all of the provide all of the goods or goods or services sought.services sought.If only a portion of the If only a portion of the goods/services needed can be goods/services needed can be provided, identify whether an provided, identify whether an opportunity exists to team with opportunity exists to team with another vendor to provide all another vendor to provide all goods/services needed.goods/services needed.

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

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

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

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

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

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

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

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

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

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

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Terms and ConditionsTerms and Conditions

State of Florida, PUR1000 – General State of Florida, PUR1000 – General Contract ConditionsContract Conditions

State of Florida, PUR1001 – General State of Florida, PUR1001 – General Instructions to RespondentsInstructions to Respondents

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

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Familiarize yourself with Familiarize yourself with these documents.these documents.

Identify terms that are Identify terms that are problematic to your problematic to your company.company.

Keep a highlighted copy Keep a highlighted copy available for review with available for review with issued solicitations.issued solicitations.

Look for terms that have Look for terms that have been changed (replaced) been changed (replaced) within the solicitation.within the solicitation.

Consider asking a Consider asking a question if you feel the question if you feel the term or condition isn’t term or condition isn’t appropriate for the appropriate for the solicitation.solicitation. Keep in mind that agencies may include Keep in mind that agencies may include additional special conditions that must be additional special conditions that must be met.met.

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Preparing a ResponsePreparing a Response

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

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

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

Focus on the information to be provided.Focus on the information to be provided. Provide a professional looking response – Provide a professional looking response –

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

RFP ITN

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

Don’t be afraid to ask questions!Don’t be afraid to ask questions! Utilize checklist provided in solicitation in an Utilize checklist provided in solicitation in an

effort to confirm compliance with the basic effort to confirm compliance with the basic requirements.requirements.

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

ITBs, RFPs and ITNs

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

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

ITBs, RFPs and ITNs

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Common Pitfalls/IssuesCommon Pitfalls/Issues

Submit incomplete or unsigned Submit incomplete or unsigned documents in response to a solicitation.documents in response to a solicitation.

Did not consider the evaluation criteria in Did not consider the evaluation criteria in building a response to a solicitation.building a response to a solicitation.

Did not communicate with proposed Did not communicate with proposed references regarding their participation in references regarding their participation in the review process.the review process.

Submit incomplete or incorrect contact Submit incomplete or incorrect contact information for references.information for references.

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

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Exceed established page limits for Exceed established page limits for response.response.

Do not participate in mandatory Do not participate in mandatory meeting/site visit.meeting/site visit.

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

Fail to use updated forms or submit Fail to use updated forms or submit signed addenda.signed addenda.

Rely on something heard rather than Rely on something heard rather than getting information in writing.getting information in writing.

Common Pitfalls/Issues (continued).

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Sample Evaluation CriteriaSample Evaluation Criteria

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Sample Evaluation Criteria Scoring Notes

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Calculation of Evaluation Results

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Other Helpful HintsOther Helpful Hints

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

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

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

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

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After the AwardAfter the Award

Request copies of your score Request copies of your score sheets to evaluate your strengths sheets to evaluate your strengths and weaknesses.and weaknesses.

Request copies of reference Request copies of reference reviews to assess your reviews to assess your performance as viewed by your performance as viewed by your client.client.

Request a copy of the selected Request a copy of the selected vendor’s response.vendor’s response.