2 Meeting Agenda Introductions – RFP/RFQ Objective Project overview Also complete sign in sheet and confidentiality statementsRFP/RFQ ObjectiveProject overviewDefine the end resultsDetermine a timelineProposal due date; Deadline to submit questions; Pre-proposal conference; Answers to questions posted on the DGS Web site; Weight setting meeting; and Selection meeting.Define task assignmentsDefine BOP roles and responsibilitiesDefine Agency roles and responsibilitiesVoting and Non-voting membersResponsibility of Evaluation Committee MembersConfidentiality Statement and No Conflict FormDefine your evaluation team structureSourcing Strategy-Determine the type of contact: Fixed Price, Cost Reimbursement, Time and Material, etc.
3 What is the end result for this procurement? GoalsObjectivesWhat is the end result for this procurement?(provide project overview and define what the end result of the project is )Timeline required to meet requirementsID Individuals Voting – Non- VotingContract Performance MeasuresTask Assignment –responses to be provided by next meeting
4 Roles & Responsibilities DGS/BOP Leads: (Non-Voting)Sourcing-Project ManagementMarket Place Analysis & Potential SuppliersCreate SRM solicitationBid Opening & Review for responsivenessNegotiations & Contract AwardDebriefing for non-awarded suppliersProtestsContract ManagementAmendmentsChangesCustomer ServiceAgency Procurement Leads: (Voting)Budget RequirementsRequirements of the contractEvaluate ProposalsDaily Management of ContractSupplier ManagementPurchase OrdersGoods ReceiptsInvoice IssuesPerformance IssuesNote: DGS, Comptroller, Bureau of Small Business Opportunities (BSBO) & Legal are non-voting members -- Agency and their designees score and evaluate all proposals
5 Procurement ProcessPreliminary Questions: (Many answered on Notice of Forthcoming Procurement Form)Project Manager (from Agency):How soon are these services required:Is a current contract in place? if yes,Expiration date:Length of original contract: Number of Renewals:Do you want a 3-month extension to prevent a lapse in coverage?:What is cost structure of current contract?:Provide copies of reports on spend from original contract, if availableBudget for new contract $ (Federal or State Funds)Any special insurance coverage required: ___________Does this procurement involve IT Services:Does this procurement impact Article 43 employer/employees/union matters?Has PIBH expressed an interest (or part of PIBH carve out contract)?Which methodology for this procurement?IFB, ITQ (RFQ),RFPDGS/BOP Recommends:Agency Recommends:Is an RFI beneficial to add to this process?
6 Market Place - Potential Suppliers Suppliers/ProposersCurrent Supplier(s),if an existing ContractPotential SuppliersKnown – Agency recommendationsIf RFQ, What category(s) must the proposers be qualified under.Unknown- DGS/BOP research and provide recommendationsStandard practicesPricing methodologiesPrice pointsMarket Place - Potential Suppliers
7 Evaluation Process Evaluation Team Structure Program Manager (From Agency)Will assemble individuals to form a project team to include others from other departments or Agencies who can contribute special technical, operations, financial or management expertise to the evaluation processTechnicalCostBureau of Small Business Opportunities (BSBO)LegalComptroller
8 Performance Based Contract or Deliverable Based Contract Sourcing StrategyPerformance Based Contract or Deliverable Based ContractFixed- Price ContractCost-Reimbursement or Unit-Price ContractTime and Materials ContractMixture of aboveNext MeetingAll committee members to attendDevelop a timeline and End User (Agency) to provide draft of the SOW
9 Sign In SheetProject Title: ______________________________Date:____________Name Agency Telephone address ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
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