Invitation to Negotiate Process An Overview for Vendors

Invitation to Negotiate Process -An Overview for Vendors- State Purchasing & Contracts Office Working Together to Serve Colorado 5/24/2019

Welcome! The State Purchasing & Contracts Office is providing this introductory training to potential vendors to familiarize you with this new State process. Invitation to Negotiate (ITN) Colorado Procurement Rule R-24 -103 -208 -03, effective October 1, 2018, identifies new State solicitation processes, including the Invitation to Negotiate. Working Together to Serve Colorado 5/24/2019

High Level Steps of an ITN Process: Determine / Identify / Post Review / Submit / Evaluate Negotiate Award Working Together to Serve Colorado 5/24/2019

Determine / Identify / Post • State determines use of an ITN process • State identifies ITN goals or problems and non -negotiable (mandatory) items • State posts on Colorado. VSS (or electronic procurement system) Working Together to Serve Colorado 5/24/2019

Review / Submit / Evaluate • Vendor reviews ITN • Vendor submits a response by the deadline • State will evaluate responses to determine the competitive range (responses reasonably susceptible of award) Working Together to Serve Colorado 5/24/2019

Negotiate Negotiations are intended to achieve a contract that will be most advantageous to the State (based on price and evaluation factors). • State commences simultaneous negotiations with one or more vendors in competitive range • State may discontinue negotiations with a vendor when no longer reasonably susceptible of award Working Together to Serve Colorado 5/24/2019

Award considers price and the evaluation factors set forth in the ITN and the result of negotiations. • State makes Award to the responsible vendor(s) whose response is most advantageous • State is not allowed to add or modify evaluation factors during evaluation Working Together to Serve Colorado 5/24/2019

Tips for vendors: Review & Track Solve & Respond Communicate Identify & Negotiate Working Together to Serve Colorado 5/24/2019

Review & Track • Vendor carefully reviews the solicitation documents and follows instructions. • State posting on Colorado. VSS will use “RFP” as document but it is really an ITN. • Vendor tracks negotiable and non-negotiable items in the ITN and respond accordingly. Working Together to Serve Colorado 5/24/2019

Solve & Respond • Vendor uses expertise to provide a responsive and creative solution that can meet the goals and/or solve the problem identified in the ITN. • Vendor provides best and most comprehensive response upfront, don’t rely on getting to negotiations. Working Together to Serve Colorado 5/24/2019

Communicate • Vendor must communicate with the designated procurement point of contact (unless otherwise specified in the ITN). Working Together to Serve Colorado 5/24/2019

Identify & Negotiate • State may identify or limit which key personnel the vendor can include in negotiations. • Vendor must be prepared to bring the right team to negotiations (if selected). • Vendor should prepare for negotiations with the State. Working Together to Serve Colorado 5/24/2019

Thank you! For questions regarding an ITN that has been published, contact the procurement point of contact named in that ITN. For any other questions, contact the State Purchasing & Contracts Office. https: //www. colorado. gov/pacific/osc/spo Working Together to Serve Colorado 5/24/2019