The RFP Blueprint “A Blueprint for Success” Paul J. Brennan, CPPO, CPPB, C.P.M. New York State Association of Municipal Purchasing Officials
Dec 15, 2015
TheRFP
Blueprint“A Blueprint for Success”
Paul J. Brennan, CPPO, CPPB, C.P.M.
New York State Association of Municipal Purchasing Officials
It Doesn’t Have To Be DifficultPreparing a RFP
even for the most complex procurements does not need to be difficult.
Feeling overwhelmed?
Follow the RFP Blueprint to ensure success
What Is a Request for Proposal?
“A Request for Proposal is a formal invitation from an organization to a supplier to submit an offer. The offer is to provide a solution to a problem or a need that an organization has identified.”
What Is a Request for Proposal?
A formal process based on fair and open competition.
A process that provides a standardized framework for proposal submission and evaluation.
Examples of When to Use an RFP
Professional Services:Professional services involve specialized skill, training and expertise, use of professional judgment or discretion, and /or a high degree of creativity.
Examples of When to Use an RFP
Specialized Software Purchases which require supplier implementation
Turn-Key systems which include both a product and a service
True Leases
Most Common Problems
Multiple Proposals are Difficult to Evaluate
The Prime Contractor’s Role is too limited
Contract Provisions are “Deal Stoppers”
Proposals restate RFP requirements and do not offer multiple solutions
Pricing is Not Sufficiently Structured
Contract Negotiations Become Stalled
Advantages Promotes competition Provides alternate methodology for
accomplishing the same objective The organization’s personnel
develop a better understanding of the agencies needs
Provides better information for the vendors
Simplified evaluation Less biased selection Improves quality of the proposals
received
The RFP Document
Before Starting Identify the key users to be
involved in preparing the RFP?
Allocate sufficient staff and time to the RFP process?
Are the overall goals of the procurement process documented and understood?
Defining the Objectives The basic, top-level objectives of the
acquisition must be defined.
Are the anticipated results of a successful solution stated clearly in objective terms?
This approach provides potential offerors the flexibility to develop cost effective solutions and the opportunity to propose innovative alternatives meeting the stated objectives.
Establishing Requirements Has the evaluation methodology
and evaluation criteria been developed and used to ensure that the objectives and requirements are stated clearly?
Based on the complexity of the services or solution needed the RFP document will vary in detail and size
However
The basic outline of the RFP will remain the same, regardless of the size and complexity of the services or solution needed
Developing the RFP Document
RFP’s should contain, at a minimum, the following sections: Background Information Objectives and Technical
Requirements Cost Proposal Requirements Contractual Terms and Conditions Administrative Proposal Format & Content Proposal Evaluation Criteria Attachments
Developing the RFP Document
Background Information
Provide a brief overview of the procurement subject matter
Provide a brief overview of your organization
Describe the background surrounding this procurement
Key Dates/Events Definitions
Objectives and Technical Requirements This section should include the
specific objectives and desired outcomes (SOO)
This section may include a specific technical requirements for the particular contract. (SOW)
Include any criteria which you require to qualify vendors for this project
Objectives and Technical Requirements Relevant and Past Experience
requirements Financial Statement
Requirements Staffing and Personnel
Biographies Certification and License
Requirements Other Technical Requirements
Cost Proposal Requirements Describe the form and cost
breakdown which you require for this particular contract (fixed price, cost plus/ level of effort or lump sum)
Contractual Terms and Conditions
This section should include the standard terms and conditions of your agency
This section of the RFP should be reviewed and approved by your legal staff. (Create a template and do it only once, with an annual review)
Administrative Requirements Inquiries Pre-proposal conference Receipt Confirmation Form Insurance Requirements
Proposal Format and Content Requirements
General Instructions Organization and Number of Copies
Section I: Executive Summary Section II: Technical Response Section III: Cost/Price Proposal Section IV: Contract Documentation Section V: Relevant Past and Present
Performance
Executive Summary
Narrative Summary – A concise narrative summary of the entire proposal, including significant risks, and a highlight of any key or unique features, excluding cost/price.
Table of Contents – a master table of contents for the entire proposal
Technical Response Section Provide as specifically as possible
the actual methodology used to satisfy the requirements stated in the County’s statement of objectives and statement of work
Address Proposal Risk Personnel Qualifications and
Experience Motivation
Cost Proposal Section
Cost/Price proposals or Budget Proposals
Only one copy of the Cost/Price proposal shall be submitted in the Original Copy. Additional copies of the proposal shall not contain copies of the Cost/Price proposal
Contract Documentation Requirements
Any legal forms required by your agency
Required Licenses or Certifications
Exceptions to Terms and Conditions
Authorized Offeror Personnel Official Company Address and
Identifying Codes
Relevant and Past Performance Relevant Contract information Client Authorization Letter Organizational Structure Change
History
Proposal Evaluation Criteria
Overall Relative Importance of Evaluation Criteria and Assigning Weights Technical Criteria Personnel Qualifications, Project
Organization, Experience and Commitment Criteria
Relevant Past & Present Performance Criteria
Cost Criteria
The Evaluation Process
Use a building block approach Establish compliance Score the proposals Develop a short list Interview the suppliers Evaluate the cost/budget Impose Upset Levels
Use a Two-step Evaluation Process
Technical proposals and cost proposals should be submitted in two separate sealed envelopes
Evaluate technical proposals first, eliminating any supplier not meeting the mandatory requirements; then evaluate the cost proposals for the remaining suppliers
Supplier Complaints & Protests
Have written policies and procedures
Promote fair and open competition
Provide and effective dispute resolution mechanism
Statement of Objectives (SOO)
The SOO is a government prepared document incorporated into the RFP that states the overall solicitation objectives.
It is used to provide maximum flexibility to each Offeror to propose an innovative development approach.
Statement of Objectives (SOO)
Offerors use the SOO and SOW-Technical Requirements as a basis for preparing their proposals including a Statement of Work.
The SOO is retained and is used in contract development
Statement of Objectives (SOO)
The SOO should provide the basic, top level objectives of the acquisition and in many cases can be used in lieu of a Government written SOW
Most RFP’s for large, complex projects will contain both a SOO and SOW
Statement of Objectives (SOO)
Using the SOO approach allows the Government with an opportunity to assess the offeror’s understanding of all aspects of the effort to be performed, by eliminating the “how to” instructions to accomplish the required effort normally contained in an SOW
Statement of Objectives (SOO)
The SOO should address project oriented goals rather than performance requirements
SOOs are normally in the 2-4 page range
In most cases the SOO will not be a one for one replacement of the SOW
Statement of Objectives (SOO)
Each portion of the RFP must support one another
The SOO should be clear and concise and provide potential offeror’s with enough information and detail to structure a sound program, designed to be executable and satisfy government objectives
Statement of Objectives (SOO)
The SOO is used, along with other information and instructions in the RFP, by offerors to develop the statement of work, contract work breakdown structure, master schedule, and other documents supporting and defining the offerors proposed effort
Statement of Objectives – RFP Relationships
The RFP must include instructions to the Offeror that require using the SOO to construct and submit a Statement of Work, Work Breakdown Structure and Master Schedule
The Government’s intention to evaluate the proposed SOW, WBS, and MS should be stressed in the Proposal Evaluation Criteria section.
Statement of Work (SOW)
The SOW and Technical Requirements should logically follow the SOO with instructions to the offerors to provide information supporting the objectives of the project
The Statement of WorkThe Statement of Work (SOW) is a
unique document. The SOW describes the specific requirements applicable to a particular item or service being purchased. The purpose is to provide proposers with a clear, accurate, and complete description of the work to be performed, including inspection, test and acceptance, quality, support services, data and documentation, maintenance, and any other necessary requirements.
The Statement of Work The SOW should tell suppliers
what is wanted and not how they are to perform
As a general statement, in most cases you want to avoid telling the offeror’s “how to do their job” When we do this, we do not give the offerors flexibility to develop cost effective solutions
The SOW should not be any more complex or detailed than necessary
The Statement of Work
Statements of Work will vary greatly depending on the work requirements and depth of detail
As the work increases in complexity and scope, more particulars are required
The Statement of Work
You need to specify all applicable tasks and deliverables
You must be certain that all information is clearly and completely stated
Types of Work Statements Statements of Work are
classified as either a “level-of-effort term” or “completion” type.
Level-of-effort term work statements require the supplier to furnish a specified amount of technical effort during a given period of time and, to furnish a report of the results achieved.
Types of Work Statements Completion or Deliverable based
work statements require the furnishing of completed deliverables/services at the agreed upon delivery date meeting the SOW requirements.
Payments are made based on deliverables and not time.
Sources for SpecificationsCounty Purchasing DepartmentsNYS Office of General ServicesNY State Association of Municipal
Purchasing OfficialsHudson Valley, Capital Region and
Central New York Purchasing GroupsNational Institute of Governmental
Purchasing – Specifications DatabaseBidNet – National Specification Library