At Your Service: How to Prepare Successful RFPs and RFQs Iowa League of Cities Annual Conference...
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Transcript of At Your Service: How to Prepare Successful RFPs and RFQs Iowa League of Cities Annual Conference...
At Your Service: How to Prepare Successful RFPs
and RFQsIowa League of Cities Annual Conference
September 25, 2014
By: Patrick Callahan Callahan Municipal Consultants, LLC
www.callahanmunicipalconsultants.com
Two Perspectives on RFP’s & RFQ’s
•City’s perspective•Vendor’s perspective•Why does the city need a consultant
or engineer?
Preliminary Assessment RFQ’s & RFP’s
•Define the project•Goals and objectives• “Quarterback” or contact person•RFQ or RFP process
Preliminary Assessment RFQ’s & RFP’s
• Identify costs and funding• Federal and State law• Local policies
Request for Qualifications (RFQ)
•Providers who have the qualifications• Solicit information•Most qualified provider•Negotiate the fee and contract
Request for Proposals (RFP)
•Qualitative and Quantitative• Experience and expertise•Determination of fees
Content of Request for Proposals
• Title or description of services• Submittal requirements• Evaluation process
Content of Request for Proposals
•Project financing•Project location• Legal warnings• Evaluation process
Interview of Process
• Experience with similar projects• Trustworthy and reliable•Produce quality project
Interview Questions
•Most comparable project?•Make the intended time frame?•Actual people who will perform the
work?•Review the resumes
Federally Funded Projects – RFQ’s
• The Brooks Act•Qualification – based selection• Fee – not factor
The Vendor’s Perspective
• Takes time and money•As much information as possible•Allow time•Be honest and upfront
Solicitation of Bids – Reasons Why
• Lack of time or expertise•Regulatory requirements• Shift liability•Considerable investment
Solicitation of Bids – Phase One
• Set of specifications•Required qualifications•Contract – Examples of Services
Solicitation of Bids – Selection Process
•Bid Specification•Responsible•Responsive• Lowest dollar bid
Sources of Information
•City websites• State websites•Models and examples•Publications
Patrick [email protected]