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Procurement-the RFP. By Warren J. McKeon, CPA, VCO. Methods of Procurement. Small purchase, $50,000 or less Emergency procurement Sole source procurement Competitive bid (IFB) > $50,000 Competitive negotiation (RFP) > $50,000 > $30,000 professional services.

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Procurement the rfp

Procurement-the RFP

By

Warren J. McKeon, CPA, VCO


Methods of procurement
Methods of Procurement

  • Small purchase, $50,000 or less

  • Emergency procurement

  • Sole source procurement

  • Competitive bid (IFB) > $50,000

  • Competitive negotiation (RFP) > $50,000

    > $30,000 professional services


Small purchase 5 000 or less
Small Purchase $5,000 or Less

  • Single quotation is acceptable

  • Verbal or in writing

  • Document


5 000 not exceeding 15 000
$5,000 Not Exceeding $15,000

  • Three quotations from a valid source

  • Quotations may be written or verbal

  • Document the same as for $5,000 or less


15 000 not exceeding 50 000 not exceeding 30 000 if professional service
$15,000 Not Exceeding $50,000,Not Exceeding $30,000If Professional Service

  • Four written quotations

  • Request for quotation should include:

    • What

    • When

    • Who

    • General and special terms


15 000 not exceeding 50 000 continued
$15,000 Not Exceeding $50,000 Continued

  • Receive quotations

  • Tabulate quotations

  • Determine

  • Responsive?

  • Responsible?

  • Post

  • Execute


Good and non professional services 50 000
Good and Non Professional Services > $50,000

  • Only two acceptable procurement methods

    • Competitive sealed bid (IFB)

    • Competitive negotiation (RFP)


Invitation to bid
Invitation To Bid

  • Specifications

  • All general and special terms and conditions

  • Pricing scenario

  • Due date

  • Advertise and post for a minimum of 10 days

  • Mail

  • Bidder solicitation list


When the bid is received
When the Bid Is Received

  • Stamp

  • Late bids


Opening bids
Opening Bids

  • Open publicly

  • Read aloud

    • Bidder

    • Price

    • Discount terms


Evaluation
Evaluation

  • Responsive?

  • Determine the responsive bidder with the lowest price


Responsible vendor
Responsible Vendor

  • Check

  • Confirm

  • Verify

  • Investigate


Award
Award

  • Lowest

  • Post

  • Issue


Request for proposal rfp
Request for Proposal (RFP)

  • Written

  • Criteria

  • Contractual terms and conditions

  • Unique capabilities and qualifications required of the vendor


When to use
When to Use?

  • Can’t use competitive sealed bidding

  • For professional services


Ifb or rfp
IFB or RFP ?

  • Ombudsman reporting software

  • Janitorial cleaning

  • Annual fiscal audit

  • Employee assistance program (using a clinical psychologist)


Virginia public procurement act
Virginia Public Procurement Act

  • Public notice

  • Multiple awards

  • Award notice


Rfp procedure
RFP Procedure

  • Determine the need

  • RFP justification

  • Create the RFP

  • Evaluation committee

  • Pre-proposal conference

  • Evaluate

  • Award


Creating the rfp
Creating the RFP

  • Timeframe

  • Background

  • Statement of needs and deliverables

  • Specific proposal instructions

  • Evaluation criteria and weights

  • General terms and special conditions

  • Method of payment


Issue the rfp
Issue the RFP

  • Public notice

  • Post on the eVA website

  • Mail


Receipt of proposals
Receipt of Proposals

  • Deadline

  • Late proposals

  • No public opening

  • Check proposals for required information

  • Distribute proposals to the evaluation committee

  • Committee meets as a group


Consensus evaluation
Consensus Evaluation

  • Individual review

  • Responsible?

  • Consensus scoring sheet


Negotiation
Negotiation

  • Select

  • Negotiate

  • Re-score

  • Intent to award

  • Prepare and execute contract


Rfp for professional service
RFP for Professional Service

  • The RFP shall not request that offerors furnish estimates of man hours or cost for services.

  • What can you ask for?


Evaluation1
Evaluation

  • Proposals are ranked

  • Negotiate with Offeror #1

  • Award or Proceed to #2

  • Award or Proceed to #3

  • Award or reissue RFP



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