The Four Rs

1
The Four Rs

• Rick Gentry
• Director of Purchasing
• North Kansas City School District
• MOASBO
• April 28,2005

2
The Four Rs

• Legal Requirements
• Bid Construction over 15K, Medical Life
  Insurance, Bank Services, Sale of Real or
  Personal Property, other by local BOE
• Proposals Construction Management, Architect,
  Engineer, Land Surveyor.

3
The Four Rs

• RFI
• Request for Information
• RFB
• Request for Bid
• RFP
• Request for Proposal
• RFQ
• Request for Qualifications

4
RFI-Request for Information

• The RFI is used as a formal method of gathering
  information from vendors about a particular
  project. The RFI is typically used when adding
  new technology or pursuing projects that the
  buyer may have little or no prior knowledge.

5
RFI-Request for Information

• Sections included in a RFI would be a description
  of the project as the buyer understands it. The
  buyer is requesting information about what
  equipment, service, and maintenance are available
  as well as installation and life cycle costs.
• Information should help buyer determine if a RFB
  or RFP should be used.

6
RFQ-Request for Qualifications

• The RFQ is used to help identify vendors who can
  provide specific services for the buyers
  organization.
• The results of the RFQ will help identify the
  vendors that will participate in the RFP process.

7
RFB-Request for Bid (ITB)

• The RFB is used as part of the formal process of
  obtaining firm bid prices from vendors. The
  buyer has a specific product by brand/model
  he/she wants to purchase.
• The buyer intends to get an apples to apples
  comparison. The bids are sealed until a
  predetermined time then opened.

8
RFB-Request for Bid (ITB)

• Sections included in a RFB would be an
  introduction, the terms and conditions of the
  bid, the quantity and description of the product
  and/or service being bid, contact information for
  vendors if they have questions.
• Vendors will want a tabulation of the bids
  submitted.
• Buyer awards bid based on best value for the
  school district.

9
RFP-Request for Proposal

• The RFP is used when it may be difficult to get
  an apples to apples comparison of products
  and/or services.
• The buyer will have choices available to them,
  the down side is the selection process is more
  time consuming than with a RFB.

10
RFP-Request for Proposal

• The RFP will have at least the following
  sections
• Introduction/General Information
• Proposal Specifications
• Technical Requirements
• Terms and Conditions
• Time line for the project/service
• Format/Required information to be submitted
• Evaluation Criteria

11
RFP-Request for Proposal

• Steps before issuing an RFP
• What is the buyers need?
• What options are available(RFI)?
• What should be requested in the RFP?
• What is the buyers timeline?
• Develop evaluation guide
• Who should be involved in the evaluation of
  proposals?

12
RFP-Request for Proposal

• Other items to consider
• Will there need to be a meeting of the vendors
  before the due date to answer questions or should
  all questions be submitted and responded to in
  writing? Set a cutoff date for questions.
• Who will be invited to submit proposals (RFQ)?

13
RFP-Request for Proposal

• The RFP is distributed to selected vendors.
• Buyer responds to vendor questions.
• Sealed proposals are submitted to buyer
• If holding a formal opening, only report who
  submitted proposals, not the detail of the
  proposals.

14
RFP-Request for Proposal

• The work begins
• Review proposals to see if vendors included
  required information.
• Contact vendors to get clarification if needed.
• Meet with evaluation team to evaluate RFPs.

15
RFP-Request for Proposal

• Select finalists (usually 2-4)
• Meet with each finalist to review proposal,
  request additional information and set deadline
  for Best and Final Offer.
• Best and Final Offers are submitted.
• Evaluation team makes final decision or
  recommendation to BOE.

16
The Four Rs

• Things to keep in mind.
• What is the mission/goal of the RFP? Dont loose
  sight of it.
• Ethical behavior is a must when dealing with the
  vendors during this process.
• Network with colleagues, search the Internet,
  visit with vendors to do your research.
• Allow plenty of time for the process.

17
Thank You for Attending!

• Richard Gentry
• Office [phone]
• Fax [phone]
• Email rgentry1_at_nkcsd.k12.mo.us
• http//w4.nkcsd.k12.mo.us/rgentry1/
• Select MOASBO link for this presentation and
  supporting documents