RFQ/RFPs

1. RFQ/RFPs We’d like this section to be very interactive…so, don’t hesitate to question or comment We have some charts Mainly, we’ll be working off of previously issued complex RFQ/RFP packages Program/Customer/Supplier information has been redacted

2. RFQ/RFP Generation (Buyer Needs)Also, Elements of a RFQ/RFP Part/System description, Specifications, Drawings, SOWs, DRDs Technical & Business Groundrules Assumptions (includes ATP, Proposal Validity, etc.) Schedules & Quantities Pricing Instructions Terms & Conditions Quality Requirements

3. RFQ/RFP Generation (Consider) Is a Small Business Plan required? Is the Proposal complex enough to warrant a checklist? What are certification requirements: SF 1411 Equivalent Cost Accounting Standards Government “rent-free use” required? Buyer should define what is necessary if answer is “yes” Which Gov’t Agency owns the equipment/facilities Include all nomenclature/descriptions/identification numbers Prime Contract Number, name & number of Gov’t Procuring Officer Type of Proposal Needed & anticipate contract type Royalties – if “yes” (all information concerning the royalty must | be disclosed by the supplier)

4. Why Flow All These Requirements It is a Customer requirement/need It supports us satisfying a Customer requirement/need OUR CUSTOMER WANTS IT!!

5. Why Flow All These Requirements - Continued That being said: May a requirement appear stupid/expensive? Yes!! But, it could serve the greater effort and be less expensive overall Can you question it or offer alternatives? Yes!! But, BE RESPONSIVE TO THE PROPOSAL, THEN OFFER AN OPTION!! Remember to have “presence of mind” when asking a question or clarification!! Is the RFQ/RFP competitive or non-competitive? Non-Competitive – then open dialogue with PWR is acceptable Competitive – Be careful!! Questions/Clarifications must be given to all suppliers proposing Questions/Clarifications could give away a strategy – so be careful in how or whether you ask Define assumption made & offer an option

6. Why read RFQ/RFPs?? One would think that this would be self evident!! But, sadly it isn’t intuitive to a high percentage of suppliers!! Not restricted to small businesses!! 1st reason: Understand your customer’s needs and most important requirements First time through…eliminates rounds of questions Help us catch our mistakes and ambiguities Clarifications – ensures mutual understanding of requirements Eliminates PWR having to make instant assumptions for our proposal Substantially increases both of our chances to WIN!!

7. Why Read the SOW/DRD?? Statements of Work and Data Requirements Documents contain pertinent information and requirements Helps to identify our/our customer’s Most Important Requirements SOWs describe how you’re expected to execute the program DRDs give you specific data requirements, submittals and time interval requirements Please price separately – Customer often changes DRD requirements, this makes it easier to remove from proposal. Satisfies our Customer’s requirements

8. Specs, Drawings, PPARs Specifications – Often not completely understood or sub-tier specs missed Don’t assume…ASK Drawings – Rare that suppliers miss a requirement here PPARs: PWR’s Supplier Quality buyoff document Suppliers should use the document to plan too SMPP requirements consistently missed Must use a SMPP approved house Must complete and submit SMPP for approval if TO be processed internally (before processing) Certified Special Processes (CSP) consistently missed Must use a PWR CSP approved Processor Must become PWR CSP approved Processor before internally processing hardware

9. Schedule, Quantity & Cost Meet the schedule need date in your proposal If can’t, give explanation or option on how to meet it Sometimes capacity determines you can’t – no bid Be realistic, being late causes you irreparable damage May not be immediately catastrophic, but, consistency here will be catastrophic for the supplier – off our database Bid Quantity Requested, but: Give us options for economies of scale if it exists Our requirement 32, but if we order 40 it is same or less than 32 Cost Non-competitive – should be fact found & Negotiated Sole Source? – Still need to be realistic or another option may be developed! Competitive May be accepted on basis of ‘best value” or negotiated

10. Terms & Conditions Your proposal must be responsive to our Terms & Conditions Any exceptions taken must explain why you cannot accept the terms as written and propose alternative language Operation of Law terms cannot be changed Most Gov’t flowdowns have little or no room to maneuver Some of our terms, dependent upon the specific procurement will be non-negotiable Other terms are negotiable when a reasonable argument is presented…You must present that reasonable argument!! Otherwise you run the risk of being non-responsive Examples

11. Responsive vs. Non-Responsive Did you answer everything that was asked for in the RFQ/RFP? If positively, then you’re possibly responsive…may not be “best value” Did you accept our terms? Yes, you’re responsive to terms. No, maybe – did you outline your exceptions and present a reasonable argument for your alternative language? Does your proposal demonstrate that you understand the requirements? Yes, you’re possibly responsive Did you ignore our most important requirements as you have “a better way”? Yes, you’re not responsive. A better way should be offered as an option!! Did you meet the proposal due date? No, not responsive, but maybe considered upon management approval due to circumstances surrounding submittal. Did you comply with Proposal Validity Date? No, not responsive!!