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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
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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