STRATEGIES FOR DEVELOPING A RFP A DISCUSSION COVERING RESEARCH,

STRATEGIES FOR DEVELOPING A RFP A DISCUSSION COVERING RESEARCH, BEST PRACTICES, AND EXAMPLES OF THE MANY KINDS OF RFPS OUT THERE. Christopher Jennings (CJ) [email protected]

AGENDA FOR DISCUSSION Examples Deciding on a RFP Properly identifying the procurement item Best way to procure the procurement item Building a Strategy for your RFP Gathering Information Determining the best format/process MMs Calibrated TCs Cost options Best Value CJ’s experience and thoughts Audience Questions and examples

DECIDING ON A RFP WHAT IS YOUR PROCUREMENT ITEM?

DECIDING ON A RFP WHAT IS YOUR PROCUREMENT ITEM? Not always so straight forward: Full system or just a piece of equipment? Includes services? Delivery? Training?

DECIDING ON A RFP WHAT IS THE BEST WAY TO PROCURE THIS ITEM?

DECIDING ON A RFP WHAT IS THE BEST WAY TO PROCURE THIS ITEM? Is cost most important? How is cost accounted for? How complex is the procurement item? Subjective measures important in awarding a contract? Do you want flexibility in your process? (tailored) Do you need flexibility in Ts and Cs?

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION Similar Solicitations

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION Contracts for the same procurement item

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION Web Search

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION Incumbent Contractor

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION Consultants

BUILDING A STRATEGY FOR YOUR RFP GATHERING INFORMATION RFI

BUILDING A STRATEGY FOR YOUR RFP DETERMINING THE BEST FORMAT/PROCESS How much do you want to weight Cost? How do you want to account for Cost? (Bang for the buck, Traditional, Ratio) Traditional RFP Model Best Value Model

EXAMPLES COST APPROACHES Best within the Budget Standard Scoring Ratio of Costs Points Per interval Bang for the Buck

EXAMPLES DETERMINING THE BEST FORMAT/PROCESS Laboratory Services (UDOH) Recurring list of services (tests) Had some data historical spend Catalog discount Market Basket, cost weighted very high Single Award

EXAMPLES DETERMINING THE BEST FORMAT/PROCESS Media Campaign (UDOH) Stated Budget to be used (all of it) over a 5 year period A lot of subjective criteria Important for the agency to work well with UDOH Cost different way to measure

EXAMPLES DETERMINING THE BEST FORMAT/PROCESS NVP Wireless re-solicitation (Statewide Cooperative) Incumbents Dozens of years of experience and communication Some well known parts of the scope Some very nebulous parts of the scope Multiple Award Multiple cost structures Market basket Discount Bang for the buck

CJ’S 2 CENTS WHAT I HAVE LEARNED SO FAR

CJ’S 2 CENTS WHAT I HAVE LEARNED SO FAR Time, Time, Time Simplicity and Clarity Address all variables and processes Benchmarking Ask lots of questions Put yourself in the position of the contractor and the end usre

AUDIENCE QUESTIONS AND EXAMPLES