Presentation on theme: "And some other tips. Society of Government Travel Professionals Educational Conference September 5, 2012 Washington DC Tim Hay State of Oregon."— Presentation transcript:
And some other tips. Society of Government Travel Professionals Educational Conference September 5, 2012 Washington DC Tim Hay State of Oregon
Public procurement is based on the following principles: Fair, open, competitive and transparent process Conduct procurements allowed within the scope of the law..vs. what is against the law in private sector Highest level of integrity ▪ No Favorites ▪ No Backdoor deals
Up to $5,000 ● ● Small Procurements (Supplies/Services) Up to $50,000 ● ● Direct Appointments (Architect & Engineering) Up to $150,000 ● ● Intermediate Procurements (Supplies/Services) (ITB, RFP, or RFQ) Up to $100,000 ● ● Informal Procurements (Construction) Up to $100,000 ● ● Bridges and Highways
Office of Minority, Women and Emerging Small Business Governors Advocate Office Secretary of State Corporations Division Construction Contractors Board Public Contracting Laws and Rules Links to other state agencies ORPIN
OR egon P rocurement I nformation N etwork ORPIN is a browser-based internet platform to access state and local government public bidding opportunities One-stop network to access public bidding opportunities and information Registering in ORPIN is as Easy as …1,..2,..3
Your proposal is an offer to a binding contract. Only authorized officers or personnel should be signing the proposals. If the sales person is not authorized to sign contracts for your company, then they shouldn’t sign the proposal. Don’t forget to sign your proposal and send in one original copy with original (blue) ink and marked master copy. No photo copies.
Pre-Proposal conferences are a great way to gain additional information on what the entity is trying to gain. It is your opportunity to ask questions. It is also an opportunity to address concerns and offer suggestions to improve the RFP. Assessing your competition. Networking with a potential sub-contractor.
When it comes to meetings, be sure and have the right people at the table. Technical experts should be attending the pre-proposal conferences. Authorized officers who can bind the company should attend the negotiation meetings.
Always direct your communications to the single point of contact shown in the RFP. Your proposal could be kicked out if it is discovered you had communications with someone other than the single point of contact.
An addendum could be released that changes a term or condition that requires a response. Requirements could be added or changed. Questions and answers could be posted. Having all of this information could be the key to submitting a winning proposal.
This will deem your offer non-responsive and it will be rejected. If there is a specific term or condition that concerns your company, file a protest using the provisions outlined in the RFP. Be sure and have your legal department review the terms and conditions. Unless specified in the RFP; typically Governments cannot guarantee a specific amount of business, so don’t require it as part of your response.
Mandatories are a pass / fail item. If you don’t address it, your proposal could be deemed non-responsive for not meeting all the mandatories. If a mandatory seems restrictive or favors a particular vendor, exercise the protest options contained in the RFP. We are all about having a fair, open and competitive process.
Read the RFP thoroughly. Make sure you submit all the information and documents asked for in the RFP, even if it seems trivial to you. A proposal could be deemed non-responsive for failing to submit the simplest piece of information, like an ARC certificate.
All of the RFP requirements are contained in the RFP. If you can’t find something, ask the single point of contact. Read the document thoroughly and highlight language where a response or information is required from you. If it is a large response, use the team approach to address sections. Be sure the team collaborates. Proof read the Proposal before submitting.
Late is Late! Even if it is only one minute late, a proposal cannot be accepted. Be sure and allow enough time for transit. Be sure and address the RFP per the RFP. instructions and it is delivered to the RIGHT Location.
Don’t load your proposal up with a lot of marketing materials. Address the information that is asked for in the RFP. State the RFP question and your response in your proposal. Be prepared. Contact Your Insurance & Bonding Representative. Don’t assume anything and don’t be afraid to ask questions, we are here to help.
Tips: 1) Identify Agencies and Departments that have a need for your product or service for smaller purchases and knock on doors. 2) Be prepared. Contact Your Insurance & Bonding Representative. 3) Have your attorneys read the terms and conditions 4) Read the entire solicitation document and follow the processes outlined in the document. 5) Attend pre-0ffer conferences (even if voluntary) 6) Monitor the e-procurement systems for opportunities. 7) Make sure your offers are complete 8) Don’t wait to the last minute to submit 9) Ask questions. 10) Don’t be late
Tim Hay Lead State Procurement Analyst State of Oregon (503)