Facility Operations Contracting Support Request for Proposals Presenter

Facility Operations Contracting Support… Request for Proposals Presenter: Mike Urquhart, CFM Chief, Facility Operations Department of General Services County of San Diego September 11, 2013 1/16/2022

Request for Proposals (Contracting Process) Ø Why We Use It…Key Elements • • • 1/16/2022 The RFP process is a powerful/flexible technique for obtaining contracted services Allows the County to negotiate both price and performance before entering into a contract Contract is awarded on the basis of best value vs. than lowest price RFP is a carefully governed but subjective selection process Determination of best value is based on: predetermined Statement of Work predetermined set of Evaluation and Selection criteria separation of the Technical and Price evaluations Interaction/Coordination of a group of individuals within the Source Selection Committee (SSC) Purchasing Contracting Officers (PCOs)

Request for Proposals (Contracting Process) Ø Basic RFP Process…Includes – • Developing an appropriate Statement of Work and proposal Evaluation Criteria Key: RFP SOW is performance/outcome based – Does not include a “Definitive Specification” Evaluation Criteria is Critical – Facilitates subjective evaluations against a fixed standard • Developing, Advertising and Issuing the RFP Stipulating RFP Submittal Format is Essential • RFP normally advertised/Issued via the County Buy. Net system v Internet based system/Tailored notification criteria Conduct Pre-proposal/Bid Meeting Normally conducted 14 days after the RFP issued 1/16/2022

Request for Proposals (Contracting Process) Ø Basic RFP Process…Continued – • Prior to receiving Proposals Develop of an evaluation matrix reflecting the evaluation criteria as stated in the RFP Select the members of the SSC to evaluate Technical proposals • Receiving and Evaluating Proposals County DPC receives bids at designated closing time – Late proposals are not normally accepted Proposal Packages are prepared for SSC Members for evaluation v Price proposals are withheld from technical portion of submissions • Determining a Technically Competitive Range Upon consensus – SSC makes determination of what constitutes the Technically Acceptable Range (Competitive Range) 1/16/2022

Request for Proposals (Contracting Process) Ø Basic RFP Process…Continued – • Evaluating Cost Proposals Upon completion of Technical Evaluation – Cost Proposals are provided to SSC v Goal: to select the contractor whose proposal provides the best value to the County, "cost and other factors considered" • Negotiating and Contractor Selection SSC, via the PCO, has the option to initiate negotiations with one or more vendors to suggest modifications in the work plans Additionally - invitation can now be made for "best and final offer" (BAFO) from each of the finalists in the selection process. Finally…SSC makes a determination as to which proposal, as modified through the "best and final offers, " represents the best expenditure of County funds 1/16/2022