RFP Challenges and Creative Approachesdoas.ga.gov/assets/State Purchasing/Presentations for the...

RFP Challenges and Creative Approaches

Swimming in the Deep End, Shark Free!

April 27, 2017

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RFP

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Protests

Failed Admin Review

Evaluation of CostsLimited

Responses

Changes in

Direction

RFP

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Limited Responses

• Supplier Base is not Robust• Poor Market Research• Conflicting or Unclear Requirements• Inadequate Timeline to Respond• Service Expectations are Unrealistic

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• Understand the Market• Conduct your Own Research

• Other States• Consortia• Alternatives – RFI, RFQC

• Validate the Requirements• What are they evaluating?• What are the potential items

that will require clarification?Limited Responses

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• Timelines• Complexity• Costs• Risk

• Expectations• Business Model differs from the

Marketplace• Scope Creep• Only offered by one supplier

Limited Responses

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Failed Admin Review

• Requested Forms that are not Required with the Solicitation

• Conflicting Use of Forms/Processes• Requesting Too Many Attachments• Requiring Alternate Processes to be

followed

Failed Admin Review

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• For Electronic Bids:• Supplier General Information Form• Non-collusion Agreement• DOR Tax Compliance Form• Addendum Forms

Failed Admin Review

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• Use of Conflicting or Alternate Processes• Suppliers are unclear and

potentially penalized• Inconsistent Responses• Risk of Protests

Failed Admin Review

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• Too Many Attachments• Inconsistent Responses• Timeframe to Load Attachments• Difficult for Issuing Officer for

Admin Review• Difficult for Evaluators• Risk of Protests

Failed Admin Review

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Your First Lifesaver!

1.Numbering of Requirements –• Mandatory• Mandatory Scored• Additional Scored Requirement

2.Following Established Processes in the Solicitation Process

3.Program Requirements Document (PRD)

Consistency

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Evaluation of Costs

• Costs are Fixed Programmatic Costs• Poor Market Research• Competing Priorities• Not clearly captured• All or Nothing

Evaluation of Costs

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• Fixed Programmatic Costs • Assess the Value of the Solution• Quantity Served, Number of

Sessions, etc.• Understand the Market

• Other States• Consortia• Market IndicesEvaluation of Costs

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• Competing Priorities / All or Nothing Mindset• Validate Cost Methodology prior

to posting• Divide Points across the Costs

Methodology

Evaluation of Costs

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• Clarifications to correct unclear requirements

• Multi-Award to correct unknown expectations

• Revised Cost Sheets After Bid Closing to capture forgotten items.

• Changing the Cost MethodologyEvaluation of Costs

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Protests

• Poor Market Research• Conflicting or Unclear Requirements• Inadequate Timeline to Respond• Service Expectations are Unrealistic• Administrative Review was incomplete• Processes not Followed

Protests

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• Follow the rules posted in the eRFP and the Georgia Procurement Manual.

• Do not award if you have incomplete or inconclusive documentation.

• Do not sacrifice time and award incorrectly.Protests

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• Do not change Scoring or Award Methodology after the bid has closed.

• Do not use alternate posting or processes in creating a solicitation or award.

• Maintain complete documentation.Protests

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Changes in Direction

• Market and Environment• Costs• Expectations• Legislature• Risk

Changes in Direction

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• Changes in the Market and Environment can largely be handled with Addenda if the Solicitation is still open.*

• Changes in Budget/Anticipated Costs may require halting a solicitation.

Changes in Direction

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• Changes in Expectations may be handled with Addenda as needed or may require pulling the solicitation while you reassess.

• Legislative Changes may alter goals and/or solutions.

• Risks have to be evaluated to determine impact…..do not proceed if it has not been fully vetted.

Changes in Direction

Questions

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Time to Dive In!

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