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Efficient RFP Process for Contracting Services

Learn about the Request for Proposals (RFP) process for contracting services, including key elements, development, evaluation, and contractor selection. Discover how the RFP process allows negotiation of both price and performance before awarding a contract. This presentation by Mike Urquhart, Chief of Facility Operations at the Department of General Services, County of San Diego, provides valuable insights.

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Efficient RFP Process for Contracting Services

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  1. Facility Operations Contracting Support… Request for Proposals Presenter: Mike Urquhart, CFM Chief, Facility Operations Department of General Services County of San Diego September 11, 2013

  2. Request for Proposals (Contracting Process) • Why We Use It…Key Elements • The RFP process is a powerful/flexible technique for obtaining contracted services • Allows the County to negotiate both price and performance before entering into a contract • Contract is awarded on the basis of best value vs. than lowest price • RFP is a carefully governed but subjective selection process • Determination of best value is based on: • predetermined Statement of Work • predetermined set of Evaluation and Selection criteria • separation of the Technical and Price evaluations • Interaction/Coordination of a group of individuals within the Source Selection Committee (SSC) • Purchasing Contracting Officers(PCOs)

  3. Request for Proposals (Contracting Process) • Basic RFP Process…Includes – • Developing an appropriate Statement of Work and proposal Evaluation Criteria • Key: RFP SOW is performance/outcome based – Does not include a “Definitive Specification” • Evaluation Criteria is Critical – Facilitates subjective evaluations against a fixed standard • Developing, Advertising and Issuing the RFP • Stipulating RFP Submittal Format is Essential • RFP normally advertised/Issued via the County BuyNet system • Internet based system/Tailored notification criteria • Conduct Pre-proposal/Bid Meeting • Normally conducted 14 days after the RFP issued

  4. Request for Proposals (Contracting Process) • Basic RFP Process…Continued – • Prior to receiving Proposals • Developof an evaluation matrix reflecting the evaluation criteria as stated in the RFP • Select the members of the SSC to evaluate Technical proposals • Receiving and Evaluating Proposals • County DPC receives bids at designated closing time – Late proposals are not normally accepted • Proposal Packages are prepared for SSC Members for evaluation • Price proposals are withheld from technical portion of submissions • Determining a Technically Competitive Range • Upon consensus – SSC makes determination of what constitutes the Technically Acceptable Range (Competitive Range)

  5. Request for Proposals (Contracting Process) • Basic RFP Process…Continued – • Evaluating Cost Proposals • Upon completion of Technical Evaluation – Cost Proposals are provided to SSC • Goal: to select the contractor whose proposal provides the best value to the County, "cost and other factors considered" • Negotiating and Contractor Selection • SSC, via the PCO, has the option to initiate negotiations with one or more vendors to suggest modifications in the work plans • Additionally - invitation can now be made for "best and final offer" (BAFO) from each of the finalists in the selection process. • Finally…SSC makes a determination as to which proposal, as modified through the "best and final offers," represents the best expenditure of County funds

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