RFP Process

1
RFP Process
Activity is Identified
Other Jurisdictions Business firms Activity
Managers Employees
Input received from
Statement of work is drafted (or redrafted)
Possible Requirements
Experience Bonding Insurance Service
Quality (Where, When, How, How Often, What,
Results, Guarantee)
Have all Requirements been Identified?
No
Yes
RFP is drafted and distributed for comment
RFP Issues Pricing Format Length of
Contract Terms and Conditions Limits of
Requirements
RFP revised as needed and issued as final
Input received from
County Employees Possible Vendors
Pre-proposal conference held
RFP revised as needed
RFP Finished
2
Proposal Receipt Review Process
County Work Team Prepares Proposal
Private Firms Prepare Proposals
Price Proposal
Price Proposal
Technical Proposal
Technical Proposal
All Proposals Received by due date
County Price Proposal held in vault
County Technical Proposal reviewed by SSC
SSC reviews evaluates vendors' Tech. proposals
Are the proposal(s) technically acceptable?
Does the SSC find Technical Proposal Acceptable?
Discard unacceptable Tech-Proposals
No
Yes
Yes
No
Review Price Proposals for qualified private firms
County Work Team revises to make Proposal
acceptable
Do pricing extremes eliminate some qualified
proposals?
Discard Extreme Price Proposals
Yes
Proposal A
Proposal B
No
Competitive Range Established
3
Proposal Receipt Review Process (County)
4
Private Firms Prepare Proposals
Proposal Receipt Review Process (Private Firms)
Price Proposal
Technical Proposal
All Proposals Received by due date
SSC reviews evaluates vendors' Tech. proposals
Are the proposal(s) technically acceptable?
Discard unacceptable Tech-Proposals
No
Yes
Review Price Proposals for qualified private firms
Do pricing extremes eliminate some qualified
proposals?
Discard Extreme Price Proposals
Yes
Proposal A
Proposal B
No
Competitive Range Established
5
Proposal Comparison Process
SSC reports to SSA
Revise RFP, Distribute to County and Vendors
Does Statement of work need to be revised?
Yes
No
Negotiation team negotiates with each vendor
Does Statement of work need to be revised?
Yes
No
Negotiation points put in writing
Request "Best and Final Offer" (BAFO)
Receive BAFO
SSC recommends award
Does SSA Approve award?
No
Stop
Yes
1
6
Proposal Comparison Process (continued)
1
P C post "Notice of Cost Comparison
Period of 5 working
Is
To
days allowed for
Yes
protest
Protest Process
protests from
received?
private firms
County Price Proposal opened
To Cost Comparison Process

Award Contract or Cancel RFP?
Award Contract to Vendor
Award
Cancel RFP
County wins Competition