State of Rhode Island Request for Proposal RFP

State of Rhode Island Request for Proposal (RFP) Introduction Facilitated and Presented by: Department of Administration Division of Purchases, 2016

Training Expectations • What is an RFP? • How are Proposals measured? • How long does the RFP process take? 2

What is an RFP? (Continued) A Requests for Proposal (RFP ) is a tool used by State authorized agencies to solicit for a commodity or service on behalf of the state to the vendor community…… • RFPs fall within the category of RIGL § 37 -2 -19 Competitive Negotiation • RFPs are comprehensive documents that provide vendors with the: § Background; § Scope of Work; § Cost Requirements; and § Terms /Conditions of a project that is being actively solicited……. • Requiring the vendor to offer a solution at a certain price point. • 3

What is an RFP? (Continued) • RFPs contain a measurable method to determine responsiveness that is plain and clear to the vendor, typically using criteria that are weighted in a point value system, measuring: • technical responsiveness; and • price. • The methodology should be clearly stated and defined within the RFP. 4

Introduction to the Technical Evaluation Process • What is a Technical Evaluation? • When do you use them? • How are RFP proposals measured and what is the process? • How are Evaluation Teams composed? 5

What is a Technical Evaluation The intent is to minimize complexity of the: Solicitation, Evaluation, and Source selection. While maintaining a process designed to foster an impartial and comprehensive evaluation of the offeror’s proposal. Resulting in the selection of a proposal that is determined by the best value for the State. 6

How are proposals measured? • RFPs contain a measurable method to determine responsiveness that is plain and clear to the vendor, typically using criteria that are weighted in a point value system, measuring: • technical responsiveness; and • price. • The methodology should be clearly stated and defined within the RFP. 7

How are proposals measured? The Evaluation Design Generally Consists of Two Phases: 1. Technical Evaluation Phase; and 2. Cost Evaluation Phase. 8

How are proposals measured? The Technical Evaluation Phase • Measures the Vendors ability to conduct the work detailed in the Scope of Work Section as described in their technical proposal. • Vendors must prove their technical ability in this phase, in order to advanced to the cost phase. 9

How are proposals measured? • The Technical Evaluation Phase is measured by the criteria defined in the Technical Proposal Section and further described based on a point value system in the Evaluation Section. 10

How are proposals measured? Technical Evaluation Phase • In order for proposals to advance from the Technical Phase to the Cost Phase, vendors must pass the minimum threshold set forth in the RFP Evaluation and Selection Criteria. • Typically 70 points out of the possible 100 points (can be lower). • Agencies set the minimum threshold to be deemed responsive. • E. G. 60 out of 70 Points (85. 7%) 11

How are proposals measured? • During the course of the technical evaluation, should the need arise to receive clarification from the vendor on a particular aspect of their proposals or to schedule a demonstration that was part of the evaluation design…. . • The evaluation team chair must contact the buyer on the RFP for guidance. • The evaluation team must not contact any vendor without authorization from Purchases. 12

How are proposals measured? • Applicants may be required to submit additional written information or be asked to make an oral presentation before the technical review committee to clarify statements made in their proposal. • Vendor Demonstrations 13

How are proposals measured? • Agencies then transmit the results from the Technical Evaluation Phase (including the ranking of each proposal) to Purchases through an Evaluation Memo, which presents the finding and requests the advancement of those “qualified vendors” to the Cost Phase. 14

How are proposals measured? Memos consist of the following, but are not limited to: 1. 2. 3. 4. 5. 6. 7. Solicitation number and title; Brief description of the services solicited; Composition of the Technical Evaluation Team; Description of the review process; Brief narrative of the Strengths and Weakness of each proposal; Ranked Scoring according to the evaluation criteria; and Recommendation of action. 15

How are proposals measured? The Cost Review Phase • Measures the Vendors responsiveness to provide a qualified cost as described in the RFP Cost Proposal Section. • Agencies must first review the proposal for responsiveness, then apply the formula described in the Evaluation and Selection Section. 16

How are proposals measured? Cost Evaluation Phase • The lowest responsive cost proposal receives the full 30 points for cost. • Other proposals are then measured using the following formula: *lowest responsive cost proposal divided by (this cost proposal) times 30 points * 17

How are proposals measured? • Agencies then transmit the results from the Cost Evaluation Phase to Purchases through a Final Evaluation Memo, recommending the award to the highest ranked technically qualified vendor. 18

Evaluation Team Composition • Membership composition should consist of state employees, selected for their subject matter expertise (e. g. . fiscal rep. , program rep, legal staff, and/ or IT staff). • Every team must designate a Chair. • Non-state employees chosen for their expertise- must be approved on an exception basis by Purchasing with a compelling rationale • Non-state employees are not allowed to rate and score proposals. • All members must sign a non-disclosure agreement form to ensure that confidentiality and conflict of interest concerns are met. 19

Evaluation Team Size • The general practice that Purchasing recommends for the size and composition of the technical review committee is as follows: • Technical review committees should consist of 3 to 7 individuals, any larger must be approved on an exception basis by Purchasing; and • No fewer than 3 members, no exception. 20

How long does the Evaluation Process take? Evaluation-up to three weeks • Agencies tend to take longer than anticipated in this stage. In order to speed-up the process, Purchases recommends that agencies: • Establishes their evaluation teams and rating forms when crafting their proposals; and • Schedule their Evaluation teams reader/rater sessions in advance of the opening. 21

How long does the RFP Process take? • The general timeframe to conduct an RFP is generally 75 days, assuming the following time distribution between 4 general stages is followed with fidelity. • • Stage 1 - Posting –up to 28 days; Stage 2 - Evaluation (Technical and Cost)- up to 3 weeks; Stage 3 - Tentative Award Letter Issuance- up to 21 days; & Stage 4 - Issuance of a Purchase Order generally up to 5 days. 22

How long does the RFP Process take? Stage 1: Posting-up to 28 days • Once Purchases receives a RFP ready for posting, it is posted in accordance with RIGL § 37 -218 Competitive sealed bidding (1. c. ) • “…. not less than seven days nor more than twenty eight days before the date set for the opening of bids…. ” 23

How long does the RFP Process take? Stage 2: Evaluation-up to three weeks • Agencies tend to take longer than anticipated in this stage. In order to speed-up the process, Purchases recommends that agencies: • Establishes their evaluation teams and rating forms when crafting their proposals; and • Schedule their Evaluation teams reader/rater sessions in advance of the opening. 24

How long does the RFP Process take? Stage 3 - Tentative Selection Letter Issuance- up to 21 days • Once Purchases receives a final evaluation memo from the Agency, a Tentative Selection Letter is issued requiring the vendor to provide certain information, such as, but not limited to: • Insurance Information; • Signed Contract; • MBE compliance; and • EEO Compliance. 25

How long does the RFP Process take? Stage 4 - Issuance of a Purchase Order generally up to 5 days • Upon receipt of all the required documents the Division of Purchases usually takes up to 5 days to produce the PO. • Although, as a centralized office -certain seasonal workflows or emergencies may affect that timeframe. 26