Solicitation and Selection Guidance April 27,2015

 Complete the 6 Stages in the Solicitation and Selection Process to achieve a successful outcome  Conduct Current Assessment  Determine Approach and Prepare Solicitation Documents  Conduct Solicitation  Review Responses and Selection of Potential Partners  Negotiate and Develop Agreement  Implement and Manage Agreement Overview

 Activities inconsistent with the Goals and Objectives of the Campus  Commitments for items outside your control.  High Risk Commitments, such as access to protected data, access to faculty/staff/students, guarantees of business  Consult campus experts for guidance for high risk projects  Solicitations (RFx) that compete with Commodities Currently Covered or planned to be covered by a System- Wide or Local Agreement  Supplier selection without completing an RFx Process Problem Areas to Avoid

 Identify Potential Opportunity  Identify Existing Agreements  Which organization has entered into the existing agreements  What are the terms, such as expiration, extensions, termination clauses, financial incentives etc.  Development of a Business Plan with expected opportunities, challenges, costs and benefits to be obtained from a new Agreement Conduct Current Assessment

 Who are the stakeholders and the role they will have in the solicitation/evaluation process  Determine What Success Looks Like  Develop the approach the Solicitation will take, such as RFI to RFP, Multi-step RFP, RFP only…  Development of a communication plan to stakeholders, project team and executive sponsors  What questions/information would we like answered  Develop our evaluation methodology, categories, and weights Develop Approach and Prepare Solicitation Documents

 Publish RFP  Hold Bidders conference  Collect questions from Bidders  Respond to Bidder questions  Receive Responses from Bidders  There may be other items depending on Solicitation Method identified earlier Conduct Solicitation

 Evaluate responses  How well does potential Respondent match our “Criteria for Success” previously defined?  Review/update Business Plan with information contained in response. Does the project still seem to be in the Best Interest of the campus?  Seek Executive Sponsor Approval  If obtained move to next step with Apparent Successful Respondent Review Responses and Select Potential Partner

 Identify Negotiation Team  Establish Roles and Responsibilities  Develop Critical Negotiation Points  Define Best Case and Must Have positions  Conduct Negotiations  Draft Tentative Agreement for review and comments  Execute Final Agreement Negotiations and Agreement Development

 Who is responsible for Implementation of new agreement and who will manage transition plan from old to new?  Who is responsible for scheduling Review Meetings, setting agenda, follow-up on discussion items, etc.?  Preparation of periodic updates to Executive Sponsors on the status of the Agreement  Close Out of Agreement when termination may be required or agreement ends Implementation and Management of Agreement

Open Discussion Potential Opportunities Next Steps Questions and Comments