Direct Purchase of Direct Purchase of Service (DPS) TrainingService (DPS) Training

Request For ProposalRequest For Proposal

Presentation ObjectivesPresentation Objectives

Review Requirements of RFPReview Requirements of RFP RFP Rating CriteriaRFP Rating Criteria Specific Areas of ConcernSpecific Areas of Concern

NarrativeNarrative BudgetBudget

What is a Request for What is a Request for Proposal (RFP)?Proposal (RFP)?

A Request for Proposal (RFP) is A Request for Proposal (RFP) is the process by which a the process by which a corporate department or corporate department or government agency prepares government agency prepares bid documents to acquire bid documents to acquire equipment or services. equipment or services.

uslegal.comuslegal.com

NMAC 9.2.18.9 Requires AAA’s toNMAC 9.2.18.9 Requires AAA’s toselect service providers/vendorsselect service providers/vendorsthrough a competitive bid process,through a competitive bid process,which may include a multi-year RFP.which may include a multi-year RFP.

The last RFP process implemented The last RFP process implemented by Non-Metro AAA was for the period by Non-Metro AAA was for the period 7/1/2008 – 6/30/2012. 7/1/2008 – 6/30/2012.

Next RFP process will begin March Next RFP process will begin March 2012 for state fiscal years 2012 for state fiscal years 2013 – 2013 – 2017. 2017.

NMAC = New Mexico Administrative CodeNMAC = New Mexico Administrative Code

The competitive bid process is The competitive bid process is

designed to:designed to: identify new interested service identify new interested service

providers / vendorsproviders / vendors encourage existing providers / encourage existing providers /

vendors to deliver quality, cost vendors to deliver quality, cost effective and efficient services.effective and efficient services.

Non-Metro AAA’s RFP Non-Metro AAA’s RFP

I.I. IntroductionIntroductionA.A. PurposePurpose

B.B. Scope of WorkScope of Work

C.C. Eligible EntitiesEligible Entities

D.D. Funding AvailabilityFunding Availability

E.E. Payment ProvisionPayment Provision

F.F. Procurement ManagerProcurement Manager

Non-Metro AAA’s RFPNon-Metro AAA’s RFP

II.II. Conditions Governing the Conditions Governing the ProcurementProcurement

Sequence of EventsSequence of Events

III.III. General RequirementsGeneral RequirementsA.A. Incurring CostsIncurring CostsB.B. SubcontractorsSubcontractorsC.C. Applicant’s Right to WithdrawApplicant’s Right to WithdrawD.D. Confidentiality of ProposalsConfidentiality of ProposalsE.E. RFP CancellationRFP Cancellation

Non-Metro AAA’s RFPNon-Metro AAA’s RFP

F.F. Appropriation ContingencyAppropriation Contingency

G.G. Right to Waive Minor Right to Waive Minor IrregularitiesIrregularities

H.H. Agency RightsAgency Rights

I.I. Ownership of ProposalsOwnership of Proposals

Non-Metro AAA’s RFPNon-Metro AAA’s RFP

IV.IV. Proposal Response FormatProposal Response FormatA.A. Format & Mandatory Req.Format & Mandatory Req.

B.B. Mandatory RequirementsMandatory Requirements

C.C. Proposal FormatProposal Format1.1. Proposal NarrativeProposal Narrative

2.2. Narrative ComponentsNarrative Componentsa.a. Statement of NeedStatement of Need

b.b. Identifying & Prioritizing Identifying & Prioritizing Clients/TargetingClients/Targeting

c.c. Organizational CapabilityOrganizational Capability

Non-Metro AAA’s RFPNon-Metro AAA’s RFP

D.D. Goals & ObjectivesGoals & ObjectivesE.E. BudgetBudgetF.F. Review ProcessReview ProcessG.G. Evaluation Factors/Rating Evaluation Factors/Rating

CriteriaCriteriaH.H. Closing DateClosing DateI.I. Notification of OutcomeNotification of OutcomeJ.J. Appeal ProcessAppeal Process

RFP RatingRFP Rating

Total points Total points 125125 Narrative Narrative 4040 Budgets Budgets 5050 Cost of Services Cost of Services 2525 Other Available Resources Other Available Resources 1010

The Narrative:The Narrative: Critical section Critical section

Should describe the who, what, Should describe the who, what, when, where, howwhen, where, how

Examples of specific topicsExamples of specific topics Process used to determine needsProcess used to determine needs Geographical area of service deliveryGeographical area of service delivery Description of population to be Description of population to be

served: characteristics, conditions, served: characteristics, conditions, risk factors of target populationrisk factors of target population

Description of delivery sites, hours of Description of delivery sites, hours of operationoperation

The NarrativeThe Narrative

Prioritizing Clients/TargetingPrioritizing Clients/Targeting Procedures for receiving & Procedures for receiving &

processing requests for service(s)processing requests for service(s) Description of targeting methods: Description of targeting methods:

greatest economic need greatest economic need greatest social need greatest social need at-risk for institutional placementat-risk for institutional placement limited English proficiencylimited English proficiency living in rural areas or isolatedliving in rural areas or isolated

The NarrativeThe Narrative Organizational CapabilityOrganizational Capability

Description of: Description of: agency’s mission, goals & objectivesagency’s mission, goals & objectives systems for networking, referrals, systems for networking, referrals,

cooperative services, funding, in-kind cooperative services, funding, in-kind support, etc.support, etc.

securing other funding resourcessecuring other funding resources business status in NM (NPO, LG)business status in NM (NPO, LG) History & familiarity providing History & familiarity providing

services to targeted populationservices to targeted population

NPO = Non-Profit Organization; LG = Local GovernmentNPO = Non-Profit Organization; LG = Local Government

The NarrativeThe Narrative

Helpful hintsHelpful hints Gather your dataGather your data Cut & paste the questions, sub Cut & paste the questions, sub

questions, or topic areas and points questions, or topic areas and points assigned each section before the assigned each section before the writing actually beginswriting actually begins

Make it easy to review Make it easy to review Write in plain, properly punctuated Write in plain, properly punctuated

English. Be clear and conciseEnglish. Be clear and concise Ensure the services described in the Ensure the services described in the

narrative match the service definitionsnarrative match the service definitions

Write as if the reviewer knows Write as if the reviewer knows nothing about your agency or nothing about your agency or programs.programs.

Answer the questions directly.Answer the questions directly. Walk the reviewer through the Walk the reviewer through the

service process; the nuts & bolts.service process; the nuts & bolts. The narrative and budget should The narrative and budget should

match. Include budget info in text match. Include budget info in text of the narrative.of the narrative.

Make it believable, achievable and Make it believable, achievable and measurable.measurable.

Direct, clear, and simple is best.Direct, clear, and simple is best.

The BudgetThe Budget

Essential Piece Essential Piece Reasonable and

calculated/estimated (as opposed to guessed)

Complete the budget forms Keep the budget narrative

succinct and to the point

Pulling It All Together

Be aware of deadlines Follow detailed instructions Deliver exactly what is asked for Regardless of the tasks you need to

complete, start by developing a plan of work

Remember that the final deadline is

final and the responsibility of meeting the final deadline is entirely yours