RFP Workshop
description
Transcript of RFP Workshop
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RFP WorkshopOntario University
CollaborativeDecember 2013
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Objectives• Understand how to make any RFP more effective
• Understand that the BV RFP is not very different
• Visualize how you can use the BV RFP
• Identify similarities within the procurement timeline
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ActivityLooking at your neighbor’s RFP….
• What did you like, what didn’t you like?
• Was there anything missing?
• Are there any potential improvements?
• Was the document easy to follow, were the submission documents clear?
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Checklist• General comparison• Provide any notes• Comments • Discuss with group
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Goals with RFPs Consistency
• Create a regular organization of documents and requirements
Reduce confusion• Provide a structure for vendors’ responses/proposals
Save time• Create templates that can be easily evaluated
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ActivityLooking at the BV RFP…
• Is the RFP language is clear and concise?
• Is it easy to understand what a vendor has to do?
• Does it have complete information?
• Does the schedule allow for a reasonable amount of time?
• What are the major benefits/differences?
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Factors For Success• Fair (state/follow rules)
• Open
• Impartial and Transparent (minimize evaluator bias / provide debriefing)
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Factors of Differentiation• Are proposals allowed to contain Vendor/Company names?
• Are proposals limited to less than 5 pages?
• Is PPI collected on Firm, Individuals, and critical subs?
• Is vendor specifically asked to address risks?
• Is vendor specifically asked to identify added value?
• Are key individuals required to be assigned to the project at proposal stage?
• During negotiation, is vendor required to list any assumptions, deviations, and uncontrollable risks?
• Is a debriefing provided for continuous improvements?
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Common Modifications• Altering the ordering / placing of information
• Listing the schedule / contents in beginning (instead of throughout)
• Giving forms for each vendor requirement (with page limits)
• Giving a background on evaluations
No. Criteria # of Pages
1 PROPOSAL SUBMITTAL 4
2 DEFINITIONS 6
3 NOTICE 10
4 GENERAL TERMS AND CONDITIONS 34
5 SPECIAL CONDITIONS 42
6 TECHNICAL SPECIFICATIONS 43
7 FORM OF PROPOSAL 28
8 ATTACHMENTS/SAFETY GUIDE 232
TOTAL: 399
EXAMPLE ONLY
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Typical Timeline
No Activity Average Duration
1 Time to propose 19 days +2 Time to evaluate 1-2 days3 Negotiation/planning period 30 days
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Summary Few major/material changes needed
Goals are:• Consistency• Reduce confusion• Save time• Set the desired expectation
ASU will help each University create their RFPs, schedules, and any other documents needed