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Interviews

Interviews. John Savicky Arizona State University August 2012. PHASE 1. PHASE 2. PHASE 3. Identification of Potential Best-Value. Pre Planning and Quality Control. Award | Measurement & Documentation. PIPS Best-Value Process. Are Interviews Necessary?.

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Interviews

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  1. Interviews John Savicky Arizona State University August 2012

  2. PHASE 1 PHASE 2 PHASE 3 Identification of Potential Best-Value Pre Planning and Quality Control Award | Measurement & Documentation PIPS Best-Value Process

  3. Are Interviews Necessary? • Not all projects require the interview filter, such as small or simple projects (roofing, mechanical, etc). • The interview filter should be performed on any project that has high risk (political risk) • The interview filter should not be skipped due to time constraints or for any other factors • Projects that will require interviews may need to shortlist vendors (if there are too many vendors competing). Shortlisting will be based on all collect information.

  4. Key Personnel Interviews • The Client may interview the following individuals: • Lead Project Manager(overall contact / will be involved on the project every day) • Site Superintendent • All individuals must be available for interviews on the dates specified in the RFP. No substitutions will be allowed. If a team member is not present for the interview, they will jeopardize the team’s competitiveness. • The client will actually “interview” each individual. This is not a “presentation” • Goals: • Meet the critical personnel that are being assigned to the project • Identify if the personnel have experience and have thought about this project • Identify if the personnel can think ahead and minimize potential risks 4

  5. Interview Format • Individuals will be interviewed separately (not as a group). • No other individuals can be present during interviews. The individuals cannot bring any notes or handouts. • Interview times will be approximately 15 minutes per individual • A standard set of questions will be asked to each individual. The client has the option to clarify any responses. • Questions will be non-technical 5

  6. Rating the Interviews • The interviews are rated comparatively to one another • Evaluation Committee MUST rate the interviews individually (it must not be a group rating or consensus) • The evaluators will assign an overall score to the interview (for each individual). The evaluators do not need to rate each question. • The interviews should be rated on a scale of 1-5-10 • There should be no discussions until ratings are submitted

  7. Type of Questions? • Interviews should be non-technical. Technical details will be addressed at Pre-Award Filter. • Doctor Example: Don’t need to know how many scalpels the doctor is using, but may ask, “what are the top 5 things that go wrong during this type of procedure…what will doctor do to avoid/minimize risk” • Interviewees should: • Identify if they are visionary • Not force the client to make decisions • Know how to take control and minimize risk • Minimize the work of the client • Can relate everything back to time, cost, and expectation

  8. Identifying Expertise • Why were you selected for this project? • What value do you bring to the project in terms of differences based on dollars, quality, expertise, or time? • How many similar projects have you worked on? Individually and as a Team? • How are you going to measure your performance during the project? • What is different about this project from other projects that you have worked for? • Draw out the process for this project by major milestone activities. • Identify, prioritize, and how you will minimize the risks of this project. • What risks don’t you control? How will you minimize those risks? • What do you need from the client and when do you need it?

  9. Interview CommentsGoal Is To Minimize Risk “I have no idea why I am here today” - $10 Million Project “My boss called me last night and told me to show up for this interview” “I did not participate at all in preparing our proposal” “I am not currently employed by this company, but if we win this project, they will then hire me” - $25 Million Service Project “I have never managed a project of this size/scope” - $30 Million Project “There is no risk on this project” - IT Project “The greatest risk that I always face, is how to accomplish all of the things that our sales team promised we could do” 9

  10. Client Demonstrations • Software Projects may require end user demonstrations. • This is a high level demonstration (not a traditional demo). The detailed/technical demo will be performed at a later stage. • The purpose of this demonstration is to: • View an actual installed and operating system (that is similar) • Identify how well the end users can use the system • Identify the end users’ satisfaction with the product, system, installation, and services • Prior to the demonstrations, the State will provide the Proposers with a detailed timeline and script of items that are to be demonstrated. • The end user will be asked to demonstrate basic product or system functionality.

  11. Demonstration Format • Proposer must identify at least one (1) end user that is currently using a product/system that is similar to the product/system being proposed. • Proposer will be responsible for scheduling approximately one (1) hour with the end user to perform the demonstrations. • The end user will demo the product based on the requirements in the predetermined script. • Proposer can travel to the end user’s site to setup and establish an online, real-time webcam and microphone, along with a web application that will allow the Evaluation Committee to view the demonstration (such as WebEx, GoToMeeting, Adobe Connect, etc).

  12. Impact of Demos($65 Million Tax Software System) • One vendor used a Powerpoint to show part of the demo (instead of an actual system) • One vendor failed to show an in-operational system (showed a prototype system that was demo’d by the vendor) • One vendor was very disorganized (jumped around from requirement to requirement). Client had to confirm at the end of the demo if they showed each requirement. [What does this tell us?] • One vendor could not accomplish all of the required activities within the time limit (stated, “it would be impossible for any company to go through all of the requirements in the script”) [What does this tell us?] • One vendor flew in an end client. The end client ran through each scripted requirement one-by-one

  13. Comments / Questions W W W . P B S R G . C O M

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