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Kick-Off Meeting

Kick-off Meeting. Kick-Off Meeting. Project Name: Project RFP/RFQ No.: Date: Time: Location: . Meeting Agenda. Introductions – Also complete sign in sheet and confidentiality statements RFP/RFQ Objective Project overview Define the end results Determine a timeline

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Kick-Off Meeting

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  1. Kick-off Meeting Kick-Off Meeting Project Name: Project RFP/RFQ No.: Date: Time: Location:

  2. Meeting Agenda • Introductions – • Also complete sign in sheet and confidentiality statements • RFP/RFQ Objective • Project overview • Define the end results • Determine a timeline • Proposal due date; Deadline to submit questions; Pre-proposal conference; Answers to questions posted on the DGS Web site; Weight setting meeting; and Selection meeting. • Define task assignments • Define BOP roles and responsibilities • Define Agency roles and responsibilities • Voting and Non-voting members • Responsibility of Evaluation Committee Members • Confidentiality Statement and No Conflict Form • Define your evaluation team structure • Sourcing Strategy-Determine the type of contact: Fixed Price, Cost Reimbursement, Time and Material, etc.

  3. Objectives Goals • What is the end result for this procurement? • (provide project overview and define what the end result of the project is ) • Timeline required to meet requirements • ID Individuals Voting – Non- Voting • Contract Performance Measures • Task Assignment –responses to be provided by next meeting

  4. Roles & Responsibilities • DGS/BOP Leads: (Non-Voting) • Sourcing-Project Management • Market Place Analysis & Potential Suppliers • Create SRM solicitation • Bid Opening & Review for responsiveness • Negotiations & Contract Award • Debriefing for non-awarded suppliers • Protests • Contract Management • Amendments • Changes • Customer Service • Agency Procurement Leads: (Voting) • Budget Requirements • Requirements of the contract • Evaluate Proposals • Daily Management of Contract • Supplier Management • Purchase Orders • Goods Receipts • Invoice Issues • Performance Issues Note: DGS, Comptroller, Bureau of Small Business Opportunities (BSBO) & Legal are non-voting members -- Agency and their designees score and evaluate all proposals

  5. Procurement Process • Preliminary Questions: (Many answered on Notice of Forthcoming Procurement Form) • Project Manager (from Agency): • How soon are these services required: • Is a current contract in place? if yes, • Expiration date: • Length of original contract: Number of Renewals: • Do you want a 3-month extension to prevent a lapse in coverage?: • What is cost structure of current contract?: • Provide copies of reports on spend from original contract, if available • Budget for new contract $(Federal or State Funds) • Any special insurance coverage required: ___________ • Does this procurement involve IT Services: • Does this procurement impact Article 43 employer/employees/union matters? • Has PIBH expressed an interest (or part of PIBH carve out contract)? • Which methodology for this procurement? • IFB, ITQ (RFQ),RFP • DGS/BOP Recommends: • Agency Recommends: • Is an RFI beneficial to add to this process?

  6. Market Place - Potential Suppliers Suppliers/Proposers • Current Supplier(s),if an existing Contract • Potential Suppliers • Known – Agency recommendations • If RFQ, What category(s) must the proposers be qualified under. • Unknown- DGS/BOP research and provide recommendations • Standard practices • Pricing methodologies • Price points

  7. Evaluation Process Evaluation Team • Evaluation Team Structure • Program Manager (From Agency) • Will assemble individuals to form a project team to include others from other departments or Agencies who can contribute special technical, operations, financial or management expertise to the evaluation process • Technical • Cost • Bureau of Small Business Opportunities (BSBO) • Legal • Comptroller

  8. Sourcing Strategy • Performance Based Contract or Deliverable Based Contract • Fixed- Price Contract • Cost-Reimbursement or Unit-Price Contract • Time and Materials Contract • Mixture of above • Next Meeting • All committee members to attend • Develop a timeline and End User (Agency) to provide draft of the SOW

  9. Sign In Sheet Project Title: ______________________________Date:____________ Name Agency Telephone Email address ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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