Intro Matt Reeves – FirsTech Lyle Wolinsky – Global Express Stella Pulliam – Sempra Utilities Kim Folks – Tampa Electric Guidelines for a Successful RFP

Request for Proposal (RFP) Process Lifeline of RFP Procedures Request for Information (RFI) RFP – Notification of Bidding Process RFP – General Requirements and Questions Vendor Presentation Response Evaluation Process Award The Request for Proposal Process Overview

The Request for Proposal Process Lifeline of Request for Proposal (RFP) Procedure Issue the Request for Information (RFI) Questions Vendor presentation Award Issue the Request for Proposal (RFP) Evaluate Request for Proposal (RFP) Notification of Request for Proposal (RFP) RFP Lifeline

The Request for Proposal Process Notification of the Bidding Process Include background information of utility Include scope of work Include estimated time line of events to occur Include response document to be returned from vendor Requirements and due dates (3-4 weeks response time) Market presence Present capabilities Notification

Request for Information (RFI) - Optional Confidentiality notice Background information of utility The Request for Proposal Process What? When? Why? Objective of RFI RFI Contents Scope of work (High level questionnaire) Estimated timeline for RFI, RFP, evaluation process Requirements and response guidelines for vendor (with due dates - 3 to 4 weeks) Market presence Present capabilities

The Request for Proposal Process General Requirements and Questions Vendor Background Scope of Work Terms and Conditions Service Level Agreement (SLA) Vendor Response Guidelines Utility Introduction and Background Requirements

The Request for Proposal Process Utility Introduction and Background Utility Description Utility Background Name Location Customer Base Major Lines of Business Utility Footprint Reason for Issuing RFP

The Request for Proposal Process RFP – Scope of Work Detailed description of tasks/services how the Utility wants to process the work. The Utility may also include any enhancements to the current process. Risk Management Operational Standards (i.e. agent network) Regulatory Requirements Data & Cash Management Flow Security Technical Specifications Scope of Work

The Request for Proposal Process RFP – Terms and Conditions Business Classification Definitions/Clarifications/Exceptions Termination Invoicing Legal Information/Requirements Terms & Conditions Union Labor Validation of RFP documentation and pricing Request for M/WBE plan Federal/State Requirements Language Safety Auditing/Compliance Requirements Services to be included Insurance Annual audited report or financial statements Exclusivity? Utility and Agent Contracts

The Request for Proposal Process RFP – Service Level Agreement (SLA) Payment Data Mutually agreed upon measurement of performance Scorecard or matrix provided by vendor Account ManagementDisaster Recovery Risk Assessment Customer Service SLA’s should cover all aspects of the vendor services Service Level Agreement Originate from Scope of Work Resolution

The Request for Proposal Process RFP – Assessing the Vendor Identity What utilities need to know about perspective vendors Financial Statements Audits of State/Federal Licenses Patriot Act & Anti-Money Laundering Compliance Bonded & Insured? Copy of Business License Disaster Recovery and Business Continuity Vendor Background

The Request for Proposal Process RFP – Vendor Response Guidelines Company representatives - questions Cost liability Consideration of proposals Proposal property Vendor Response Guidelines News release Confidentiality notice Dates and deadlines Submittal instructions Format for vendor response RFP proposal conditions

The Request for Proposal Process RFP – Vendor Exclusivity Contract with Agents If vendor will recruit and obtain pay agents obtain a copy of the contract that will be signed by those agents Ensure the vendor’s agent contract is not exclusive Vendor Response Guidelines A vendor’s exclusive agent contract locks in those agents to the “vendor”. If you are unhappy with the vendor and want to select another vendor, those agents will not be able to be used if they have signed an exclusive contract with the vendor. Consider adding verbiage that would ensure no exclusivity with the vendor and agent.

The Request for Proposal Process Response Evaluation Process Identifying the Key Biller Criteria Developing Evaluation Scorecard RFP Guidelines Evaluation

The Request for Proposal Process Vendor Presentation – Narrowing your options to a short list Scorecard – Measuring the quality of response. WeightGraded ItemGradeScore Company Background and Financial Condition General System Requirements Security, System and Data Recovery Settlement and Reconciliation Agent Coverage and Management Licensing - State and Federal Account Management and Customer Service Support Implementation Timeline and Fee Vendor Presentation * Provided by NACHA

The Request for Proposal Process Vendor Presentation CategoryEvaluation CriteriaWeight Quality of Proposal Complete proposal10% Ability to answer questions accurately5% SUBTOTAL Experience & LocationsUtility experience15% SUBTOTAL Process Terms and Conditions10% Insurance Requirements10% Real Time Capabilities10% Long Term Financial Stability10% Software Interface20% Pricing Options10% SUBTOTAL TOTAL SCORE

The Request for Proposal Process Congratulations! It’s time to meet your new partner. Contacting Winning Vendors Notification to Losing Vendors Contract Negotiations Award

The Request for Proposal Process Questions/Contacts The RFP committee Kim Folks Tampa Electric Stella Pulliam Sempra Utilities Lyle Wolinsky Global Express Matt Reeves FirsTech, Inc.