Government Services

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Government Services

• How to Respond to a Request for Proposal (RFP)
• 2006

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THE RFP PROCESS

• Preparing your response

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What is a Request for Proposal

• A Request for Proposal (RFP) is a procurement
  tool used to solicit proposals from suppliers for
  solutions to a given problem or situation
• A proposal submitted in response to a RFP is a
  legal binding document (Contract A) and suppliers
  are obligated to fulfill the requirements of the
  RFP according to the proposed services offerings
  and costs provided in their proposal

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Typical Steps in the RFP Process

• development of the Scope of Work
• development of the Proposal Response Requirements
• development of the Evaluation Criteria and the
  methodology for evaluating proposals
• release of RFP (3 weeks min.)
• Supplier Conference (if required)
• Last day for questions (days)

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RFP Steps - continued

• RFP closing date
• proposal evaluation - multiple stages
• approval process
• agreement negotiation and signing
• supplier debriefing
• contract/agreement administration

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Elements of a RFP

• Introduction this is a brief description of the
  required services or Scope of Work requirements
• Project Summary/Background this area provides a
  summary of the background and objectives of the
  project. It will describe the scope, duration,
  structure, deliverables and sometimes the budget
  for the project

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Elements of a RFP - continued

• Schedule of Events this section outlines the
  milestones/dates for the competition and will
  include the RFP release date, supplier conference
  (if required), last day for questions, closing
  date and the tentative dates for evaluation
  completion, presentations and award date

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Elements of a RFP - continued

• Proposal submissions this area indicates the
  number of proposals that are required to be
  submitted as well includes the date, time and
  location for receipt of responses. Late proposals
  will not be accepted and will be returned unopened

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Elements of a RFP - continued

• Inquiries this area identifies individuals who
  Suppliers may contact regarding any questions
  about RFP. Suppliers are encouraged to contact
  these individuals to gain a complete
  understanding of the requirements. Suppliers are
  to submit all questions in writing. If contact is
  made with someone other than those listed in the
  RFP, the Supplier may be eliminated from the
  competition

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Elements of a RFP - continued

• Scope of Work this section provides the
  detailed description of the work that will be
  performed by the successful supplier or details
  of the problem to be solved
• Responses must first address any MANDATORY
  requirements. Failure to meet a mandatory
  requirement will eliminate your proposal
• Remaining requirements are typically identified
  as rated or options. These remaining requirements
  will be scored according to the evaluation
  criteria outlined in the RFP

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Elements of a RFP - continued

• Proposal Response Format/Guidelines this
  section outlines the format for submitting a
  response. It is important to FOLLOW THE
  REQUESTED FORMAT and submit the requested
  information
• Suppliers should provide as much detail as
  necessary in each of these sections as this is
  the only information evaluators can use to
  rate/score proposals. Proposals may be
  eliminated if there is insufficient detail
  provided for evaluation

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Elements of a RFP - continued

• Evaluation this area provides detail on how
  proposals will be rated/evaluated. This section
  enables suppliers to determine the importance of
  each criteria. Although each section should be
  thoroughly addressed, it is recommended that the
  greatest effort be applied to the highest rated
  criteria
• Typically only the highest scoring proposals are
  short-listed
• Short-listed proposals may require Reference
  Checks, Presentations or Interviews. Details are
  always outlined in the RFP document

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Elements of a RFP - continued

• Contractual agreement the highest scoring
  proposal is typically chosen as the
  successful/preferred supplier
• The successful/preferred supplier will be
  expected to negotiate the final details of the
  agreement with the department

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Elements of a RFP - continued

• Period of Agreement this area covers the term
  of the agreement and any options for extensions
  that may be included in the agreement which
  require negotiation and agreement between all
  parties

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Elements of a RFP - continued

• Terms and Conditions this area contains terms
  and conditions that will apply to both the
  competition itself and any resulting agreement.
  Read these clauses carefully.
• Any deviations or exceptions must be outlined in
  your response

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Elements of a RFP - continued

• Quote Sheet most RFPs contain an Appendix
  titled Quote Sheet. Suppliers are required to
  provide details on all costs associated with
  completing the project
• Costs may be fixed price or they may be time and
  material. It is important to provide pricing in
  the format requested
• It is also important to SIGN the Quote Sheet.
  Please Note Pricing is always in Canadian Funds

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Debriefings

• After the award of the contract Suppliers
  (successful and unsuccessful) may ask for a
  debriefing to get an assessment of their proposal
• The debriefing not only provides suppliers with
  an understanding of how their proposal rated in
  the evaluation, but may also assist in preparing
  responses for future RFP's