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How to write a Quality ProposalPresented by Tammi Hart
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Elements of a Quality Bid Proposalfor State Government
An Overview in State of MichiganProcurement Practices and Procedures
Jennifer M. Granholm, Governor
Phyllis Mellon, Acting Director
DMB, Purchasing Operations 2
TRAINING AGENDA
A. Elements of a Quality Proposal
B. DMB Procurement Process
C. Contact Information
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Elements of a Quality Proposal
• Specifications/ Demonstrate Scope of Work compliance
• Pricing: Competitive – best price first
• Pre-Bid Meetings: Participate• Pre- Qualification: Complete in advance• Q&A:• Acknowledge: Addendums/Terms• Forms: Read & complete• Follow communication rules
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Forms: Solicitation Documents
RFQ: Request for Quote
ITB: Invitation to Bid
RFP: Request for Proposal
RFI: Request for Information
Prequalification Program
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Solicitation Documents: RFQ
• Informal Competitive Bid, under $25,000
• Simple solicitation
(mail, fax, e-mail, phone, etc.)
• Price is usually the primary evaluation factor
• Lower cost commodities with non-complex specifications.
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Solicitation Documents: ITB• Formal Competitive Bid
• Low complexity
• Low Bid or Best Value - Price is one of the main evaluation criteria
• Defined bid due date & time.
• No Public Bid Openings.
(Except Design & Construction)
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Solicitation Document: RFP
• Competitive Formal Proposal
• A more complex purchase
• Best Value - Price is only one of many evaluation criteria
• Highly technical commodities like IT and professional services
• Defined bid due date & time.
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• Two types: Pricing Research or Market Research
• RFI’s can be formal or informal
• RFI response content may be used to develop an RFP
Solicitation Documents: RFI
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Solicitation Document: Pre-Qualification Programs
• Advertised in same manner as RFP
• Due date and time for response
• Requirements vary per program
• Exist for a certain period of time
• May allow entry on a yearly basis
• Does not guarantee a contract or sales
• May just be a list of licensed or certified businesses
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Element #1: ITB / RFP Components
• Article 1: Work Statement• Article 2: Terms and Conditions• Article 3: Bid Process and Evaluation
Criteria• Article 4: Required Bidder Information• Article 5: Recovery Act Terms and
Conditions
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ITB / RFP Components: Article 1
•Project Title and Description
•Specifications / Scope of Work
•Required Service & Delivery Capabilities
•Reporting Requirements
•Minimum Order / Palletizing
•Proposal Pricing
•Special Terms & Conditions
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ITB / RFP Components: Article 2
Standard Contractual Terms
Important Terms Include (but are not limited to):
– Insurance– Payment Information– Cancellation– Contract Term / Optional Renewal Years
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ITB / RFP Components: Article 3
•Pre Bid Meetings and Q & A Period
•Communication Rules
•Award Process
•Evaluation Criteria
•Proposal Format Details
•Bid Submission Instructions
•Bid Bond Requirements (If Any)
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ITB / RFP Components: Article 4
• Company Information• Prior Experience• Staffing• Past Performance• Contract Performance• Place of Performance• Disclosure of Litigation• MIDEAL - Extended Purchasing
Article 4.doc
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Element #2: Specifications
Article 1 Statement of Work
• Many Different Types: commodity specifications, services scope of work, design, installation requirements etc.
• Alternate Brands: Commodity bids may have a reference brand, indicating equivalent alternates are acceptable. Bidders can submit multiple options.
• Exceptions: Some exceptions are found to be acceptable. Bidders should submit a question in the Q&A period to determine which may be acceptable before submitting their bid.
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Element #3: Pricing
• Be competitive, submit your best price with your bid upfront
• Negotiations via email
• BAFO: Best and Final Offer
• Discount Delivery Terms
• Discount Schedules
• Multi Unit Discounts
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Element #4: Pre-Bid Meetings
• May be Mandatory or Optional
• Walk Through the Site(s)
• Provide Clarification of Visual Layout
• Prompt Vendors to Ask Questions
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Element #5: Question and Answer Period
• Each Bid has a Q&A Period.
• Due Date and Time for Questions
• Buyer will post Q&A as an addendum to the bid.
• Q&A may revise the bid requirements
• Bidders are strongly encouraged to email in as many questions needed to submit your best proposal.
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Element #5: Acknowledgements
Bidders must acknowledge:• Understanding of the work to be done• Addendums, including Q&A• Requirements of Bid Package• Questions asked in the Bid• Have successfully completed pre-
qualification, if applicable• Statement of Agreement to Terms and
Conditions• Complete additional RFP forms, if any
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DMB Procurement Process
1. Evaluation Period 2. Clarifications3. Internal Approvals4. Award Notification5. Debrief6. FOIA 7. Protest
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Evaluation Period: Award Type
• Single Award- Award entire contract to one vendor
• Split Award– Award by item, or group of items, split among multiple vendors.
• Multiple source awards– Award to multiple vendors among multiple responses.
• Regional or Zone awards– Award by region or zone
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Protest
Who can protest?
• Responsive Bidder
Who cannot protest?
• Bidders who “No Bid”
• Manufacturers or suppliers selling through distributors, or businesses listed as subcontractors in a vendor's proposal.
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Contact InformationBuy Michigan First
Business Development Unit
General Email:
BuyMichiganFirst@michigan.gov
Buy Michigan First Rebecca Nevai, Coordinator
Phone: 517-373-8530
Email: nevair@michigan.gov
Supplier Diversity Tammi Hart, Coordinator
Phone: 517-335-4770
Email: hartt3@michigan.gov
DMB Facilities Administration
Patrick Mullen
Phone: 517-373-0967
Email: BuildMichigan@michigan.gov
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Contact InformationDMB Real Estate Phone: 517-373-9559
Email: DMB-RealEstate@michigan.gov
Michigan Economic Development Corporation
(MEDC)
General Information
Phone: 517-373-9808
Website: MEDCservices@michigan.org
Procurement Technical Assistance Centers Of Michigan
(PTAC)
Regional PTAC
Phone: 734-362-3477
Website: www.ptacsofmichigan.org
Michigan Small Business & Technology Development Centers (SBTDC)
State Headquarters
Phone: 616.331.7480
Website: www.misbtdc.org
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Contact InformationSmall Business Administration
(SBA)
Michigan District Office
Phone: 313- 226-6075
Website: www.sba.gov
Michigan Department of Transportation
(MDOT)
Ann Williams
Phone: 248- 967-0570 ext 211 http://www.michigan.gov/mdot
Michigan State Industries
(MSI)
Nancy Taylor - Williams
Phone: 517- 241-5952
http://www.michigan.gov/msi
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