Introduction - PowerPoint PPT Presentation

Introduction

2. Writing the RFP – Process and Procedure

Process and Procedure: Request for Proposals (RFPs)

Process and Procedure

Program Design and Delivery

The Two Sides of an RFP

The Two Sides of an RFP

• How, when, and where responses should be sent
• Defines contracting terms and conditions
• Boilerplate language

Submission and Format Instructions

Budget Instructions

Terms and Conditions

Attachments

Appendices

What is Process and Procedure?

• RFP Process and Timeline
• Contact Person(s)
• Program Period and Funding Levels
• Program Management Requirements
• Q & A Process/Bidders’ Conference

Contact Person

• Identify person at funding agency
• Include:

Name:

Address:

Phone: ( )- Fax: ( ) -

Email:

Preferred method of contact:

RFP Process and Timeline

Outlines the timeline for the submission process and for award notification

Time is of the Essence

The process of preparing, releasing, reviewing, and evaluating the RFP can take up to 10 months.

A Sample Timeline:

Preparing and Releasing the RFP

A Sample Timeline:

Post-Release

A Sample Timeline:

Reviewing, Evaluating and Contracting

Time to Write the RFP!

Program Period and Funding Levels

Outlines….

• Amountand distribution of available funds
• Start and end date of funding period
• Any contingencies attached to funding

Program Management

Fiscal and administrative operations and reporting requirements

Program Management

You should include details about your expectations for the following:

• Management information systems (either the specs or the specific system)
• Who is responsible for data entry
• Mandatory reporting requirements
• Data collection methods
• Record keeping requirements
• Allowable subcontracts
• Contract monitoring and evaluation processes

• Provides a list ofeligible service providers and/or the criteria that make service providers eligible to apply
• Includes information on lead agencies and subcontractors if applicable
• Lists specific organizational requirements

What is it?

• Meeting to answer questions about the RFP
• Often mandatory for bidders
• Can be held more than once

Bidders’ Conference and Q&A

Include in the RFP:

• Location, date, time; whether attendance is mandatory
• Process and deadline for question submission
• How questions will be answered (website, e-mail, handouts at meeting etc.)

Bidders’ Conference Do’s…

Do…

• Have everyone provide name and contact information when they sign in
• Stick to the topic of the RFP
• Permit follow-up questions and keep a record of them
• Summarize questions and responses in a report and distribute them to attendees or post on a website.

And Don’ts…

Don’t…

• Show any favoritism in responding to questions
• Socialize with any of the potential vendors
• Hide potential conflicts of interest

Format and Submission Instructions

Specifies

• what the proposal should look like (format)
• how it should be turned in (submission)

Format Instructions

• Single or double spaced?
• Spacing of tables
• Font size
• Margins
• Page limits, including what is excluded from page limits
• Stapled or not?

Submission Instructions

• Hard copy? If yes, how many?
• Email?
• CD-ROM?
• Due date AND time
• Arrive by or postmarked by?

• Provides detailed information for bidders to develop project budget
• Includes:
• A how-to guide to develop a budget
• Allowable and unallowable costs
• Budget forms

Terms and Conditions

Explains contractual obligations, regulatory compliance issues, and operations standards

Contains any required forms:

• Signature page
• Budget forms
• Proposal checklist
• Program planning form
• Letters of commitment

Appendices

Includes additional information for bidders:

• Reference materials
• Sample contract
• Definitions of terms/glossary

A) Data collection methods

B) Contract monitoring processes

C) Bidders' conference

D) Attachments

E) Program design

Submit

Quiz: Program management requirements in the RFP include information about:

Correct! Management requirements include fiscal, administrative, and reporting requirements.Click anywhere to continue.

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