Process and Procedure: Request for Proposals (RFPs)

1
Introduction
2. Writing the RFP Process and Procedure

• Process and Procedure Request for Proposals
  (RFPs)

2
Two Sides of RFP
The Two Sides of an RFP
3
What is it?
The Two Sides of an RFP

• How, when, and where responses should be sent
• Defines contracting terms and conditions
• Boilerplate language

4
Parts
What is Process and Procedure?

1. Eligible Bidders
2. Submission and Format Instructions
3. Budget Instructions
4. Terms and Conditions
5. Attachments
6. Appendices

1. RFP Process and Timeline
2. Contact Person(s)
3. Program Period and Funding Levels
4. Program Management Requirements
5. Q A Process/Bidders Conference

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Contact Person
Contact Person

• Identify person at funding agency
• Include
• Name
• Address
• Phone ( ) - Fax ( ) -
• Email
• Preferred method of contact

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Timeline
RFP Process and Timeline

• Outlines the timeline for the submission process
  and for award notification

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Timeline
Time is of the Essence

• The process of preparing, releasing, reviewing,
  and evaluating the RFP can take up to 10 months.

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Timeline
A Sample Timeline
Preparing and Releasing the RFP
Date Action Item
October 30 Review local data, identify long-term goals and desired program outcomes
November 15 Assemble RFP writing team and draft RFP, including evaluation criteria and process
January 10 Approve final RFP
February 10 Release RFP
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Timeline
A Sample Timeline
Post-Release
Date Action Item
February 10 - March 15 Post questions and answers regarding RFP to website
February 18 and 26 Hold Bidders Conferences
March 12,1000 AM Last day to submit questions
March 20, 500 PM Proposals Due
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Timeline
A Sample Timeline
Reviewing, Evaluating and Contracting
Date Action Item
March 25-April 10 Review and evaluate proposals
May 1 - May 10 Proposal finalist presentations or site visits
May 16 Contract awards announced
May 17 Begin contract negotiations
July 1 Contract period begins
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Writing
Time to Write the RFP!
12
Funding
Program Period and Funding Levels

• Outlines.
• Amount and distribution of available funds
• Start and end date of funding period
• Any contingencies attached to funding

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Management Requirements
Program Management

• Fiscal and administrative operations and
  reporting requirements

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Management Requirements
Program Management

• You should include details about your
  expectations for the following
• Management information systems (either the specs
  or the specific system)
• Who is responsible for data entry
• Mandatory reporting requirements
• Data collection methods
• Record keeping requirements
• Allowable subcontracts
• Contract monitoring and evaluation processes

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Eligible Bidders

• Provides a list of eligible service providers
  and/or the criteria that make service providers
  eligible to apply
• Includes information on lead agencies and
  subcontractors if applicable
• Lists specific organizational requirements

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Bidders Conference

• What is it?
• Meeting to answer questions about the RFP
• Often mandatory for bidders
• Can be held more than once

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Bidders Conference
Bidders Conference and QA

• Include in the RFP
• Location, date, time whether attendance is
  mandatory
• Process and deadline for question submission
• How questions will be answered (website, e-mail,
  handouts at meeting etc.)

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Bidders Conference
Bidders Conference Dos
Do

• Have everyone provide name and contact
  information when they sign in
• Stick to the topic of the RFP
• Permit follow-up questions and keep a record of
  them
• Summarize questions and responses in a report and
  distribute them to attendees or post on a website.

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Bidders Conference
And Donts
Dont

• Show any favoritism in responding to questions
• Socialize with any of the potential vendors
• Hide potential conflicts of interest

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Format and Submission
Format and Submission Instructions

• Specifies
• what the proposal should look like (format)
• how it should be turned in (submission)

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Format
Format Instructions

• Single or double spaced?
• Spacing of tables
• Font size
• Margins
• Page limits, including what is excluded from page
  limits
• Stapled or not?

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Submission
Submission Instructions

• Hard copy? If yes, how many?
• Email?
• CD-ROM?
• Due date AND time
• Arrive by or postmarked by?

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Budget Instructions

• Provides detailed information for bidders to
  develop project budget
• Includes
• A how-to guide to develop a budget
• Allowable and unallowable costs
• Budget forms

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• Explains contractual obligations, regulatory
  compliance issues, and operations standards

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Attachments
Attachments

• Contains any required forms
• Signature page
• Budget forms
• Proposal checklist
• Program planning form
• Letters of commitment

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Appendices
Appendices

• Includes additional information for bidders
• Reference materials
• Sample contract
• Definitions of terms/glossary

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Quiz
Quiz Program management requirements in the RFP
include information about
Correct! Management requirements include fiscal,
administrative, and reporting requirements.
Click anywhere to continue.
Try again
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Last Slide