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Efficient Procurement Methods: RFP Guidelines & Best Practices

This comprehensive guide explores various procurement methods including Small Purchase, Sole Source, Competitive Bid, and Competitive Negotiation. Learn about procedures, evaluation, and award processes. Discover when to use each method and how to issue and evaluate Request for Proposals (RFP). Get insights on negotiation techniques, selection criteria, and post-award procedures. This resource is a must-have for procurement professionals seeking to streamline processes and enhance efficiency.

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Efficient Procurement Methods: RFP Guidelines & Best Practices

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  1. Procurement-the RFP By Warren J. McKeon, CPA, VCO

  2. 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

  3. Small Purchase $5,000 or Less • Single quotation is acceptable • Verbal or in writing • Document

  4. $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

  5. $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

  6. $15,000 Not Exceeding $50,000 Continued • Receive quotations • Tabulate quotations • Determine • Responsive? • Responsible? • Post • Execute

  7. Good and Non Professional Services > $50,000 • Only two acceptable procurement methods • Competitive sealed bid (IFB) • Competitive negotiation (RFP)

  8. 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

  9. When the Bid Is Received • Stamp • Late bids

  10. Opening Bids • Open publicly • Read aloud • Bidder • Price • Discount terms

  11. Evaluation • Responsive? • Determine the responsive bidder with the lowest price

  12. Responsible Vendor • Check • Confirm • Verify • Investigate

  13. Award • Lowest • Post • Issue

  14. Request for Proposal (RFP) • Written • Criteria • Contractual terms and conditions • Unique capabilities and qualifications required of the vendor

  15. When to Use? • Can’t use competitive sealed bidding • For professional services

  16. IFB or RFP ? • Ombudsman reporting software • Janitorial cleaning • Annual fiscal audit • Employee assistance program (using a clinical psychologist)

  17. Virginia Public Procurement Act • Public notice • Multiple awards • Award notice

  18. RFP Procedure • Determine the need • RFP justification • Create the RFP • Evaluation committee • Pre-proposal conference • Evaluate • Award

  19. 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

  20. Issue the RFP • Public notice • Post on the eVA website • Mail

  21. 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

  22. Consensus Evaluation • Individual review • Responsible? • Consensus scoring sheet

  23. Negotiation • Select • Negotiate • Re-score • Intent to award • Prepare and execute contract

  24. 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?

  25. Evaluation • Proposals are ranked • Negotiate with Offeror #1 • Award or Proceed to #2 • Award or Proceed to #3 • Award or reissue RFP

  26. Questions

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