rfp workshop
DESCRIPTION
RFP Workshop. Ontario University Collaborative December 2013. 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. Activity. - PowerPoint PPT PresentationTRANSCRIPT
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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)
7
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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