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Procurement-the RFPProcurement-the RFP
ByBy
Warren J. McKeon, CPA, VCOWarren J. McKeon, CPA, VCO
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Methods of ProcurementMethods of Procurement
Small purchase, $50,000 or lessSmall purchase, $50,000 or less Emergency procurementEmergency procurement Sole source procurementSole source procurement Competitive bid (IFB) > $50,000Competitive bid (IFB) > $50,000 Competitive negotiation (RFP) > Competitive negotiation (RFP) >
$50,000$50,000
> $30,000 professional services> $30,000 professional services
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Small Purchase $5,000 or Small Purchase $5,000 or LessLess
Single quotation is acceptableSingle quotation is acceptable
Verbal or in writingVerbal or in writing
DocumentDocument
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$5,000 Not Exceeding $15,000$5,000 Not Exceeding $15,000
Three quotations from a valid sourceThree quotations from a valid source
Quotations may be written or verbalQuotations may be written or verbal
Document the same as for $5,000 or Document the same as for $5,000 or lessless
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$15,000 Not Exceeding $50,000,$15,000 Not Exceeding $50,000,
Not Exceeding $30,000Not Exceeding $30,000If Professional ServiceIf Professional Service
Four written quotationsFour written quotations Request for quotation should include:Request for quotation should include:
– WhatWhat– WhenWhen– WhoWho– General and special termsGeneral and special terms
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$15,000 Not Exceeding $15,000 Not Exceeding $50,000 Continued$50,000 Continued
Receive quotationsReceive quotations Tabulate quotationsTabulate quotations DetermineDetermine Responsive?Responsive? Responsible?Responsible? PostPost ExecuteExecute
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Good and Non Professional Good and Non Professional Services > $50,000Services > $50,000
Only two acceptable procurement Only two acceptable procurement methodsmethods
– Competitive sealed bid (IFB)Competitive sealed bid (IFB)
– Competitive negotiation (RFP)Competitive negotiation (RFP)
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Invitation To BidInvitation To Bid SpecificationsSpecifications All general and special terms and conditionsAll general and special terms and conditions Pricing scenarioPricing scenario Due dateDue date Advertise and post for a minimum of 10 daysAdvertise and post for a minimum of 10 days MailMail Bidder solicitation list Bidder solicitation list
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When the Bid Is ReceivedWhen the Bid Is Received
Stamp Stamp
Late bidsLate bids
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Opening BidsOpening Bids
Open publiclyOpen publicly Read aloudRead aloud
– BidderBidder– PricePrice– Discount termsDiscount terms
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EvaluationEvaluation
Responsive? Responsive?
Determine the responsive bidder with Determine the responsive bidder with the lowest pricethe lowest price
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Responsible VendorResponsible Vendor
CheckCheck ConfirmConfirm VerifyVerify InvestigateInvestigate
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AwardAward
LowestLowest
PostPost
IssueIssue
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Request for Proposal (RFP)Request for Proposal (RFP)
WrittenWritten CriteriaCriteria Contractual terms and conditionsContractual terms and conditions Unique capabilities and qualifications Unique capabilities and qualifications
required of the vendorrequired of the vendor
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When to Use?When to Use?
Can’t use competitive sealed biddingCan’t use competitive sealed bidding
For professional servicesFor professional services
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IFB or RFP ?IFB or RFP ?
Ombudsman reporting software Ombudsman reporting software Janitorial cleaningJanitorial cleaning Annual fiscal auditAnnual fiscal audit Employee assistance program (using a Employee assistance program (using a
clinical psychologist)clinical psychologist)
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Virginia Public Procurement ActVirginia Public Procurement Act
Public noticePublic notice Multiple awardsMultiple awards Award noticeAward notice
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RFP ProcedureRFP Procedure
Determine the needDetermine the need RFP justificationRFP justification Create the RFPCreate the RFP Evaluation committeeEvaluation committee Pre-proposal conferencePre-proposal conference EvaluateEvaluate AwardAward
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Creating the RFPCreating the RFP
TimeframeTimeframe BackgroundBackground Statement of needs and deliverablesStatement of needs and deliverables Specific proposal instructionsSpecific proposal instructions Evaluation criteria and weightsEvaluation criteria and weights General terms and special conditionsGeneral terms and special conditions Method of paymentMethod of payment
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Issue the RFPIssue the RFP
Public noticePublic notice
Post on the eVA websitePost on the eVA website
MailMail
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Receipt of ProposalsReceipt of Proposals
DeadlineDeadline Late proposalsLate proposals No public openingNo public opening Check proposals for required Check proposals for required
informationinformation Distribute proposals to the evaluation Distribute proposals to the evaluation
committeecommittee Committee meets as a groupCommittee meets as a group
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Consensus EvaluationConsensus Evaluation
Individual reviewIndividual review
Responsible?Responsible?
Consensus scoring sheetConsensus scoring sheet
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NegotiationNegotiation
SelectSelect NegotiateNegotiate Re-scoreRe-score Intent to awardIntent to award Prepare and execute contractPrepare and execute contract
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RFP for Professional ServiceRFP for Professional Service
The RFP shall not request that offerors The RFP shall not request that offerors furnish estimates of man hours or cost furnish estimates of man hours or cost for services.for services.
What can you ask for?What can you ask for?
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EvaluationEvaluation
Proposals are rankedProposals are ranked Negotiate with Offeror #1Negotiate with Offeror #1 Award or Proceed to #2Award or Proceed to #2 Award or Proceed to #3Award or Proceed to #3 Award or reissue RFPAward or reissue RFP
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QuestionsQuestions