Provider Training

Request for Proposal

Spring 2000

Bureau of Contract Management

Department of Human Services

Purpose

Begins with a statement of intent.

Describes the general purpose for the proposal.

Provider knows immediately whether he wants to undertake this service.

Submission of Proposal

Close-ended proposals always close on a Tuesday at 3 p.m.

The RFP is required to be open at least 10 working days from the date the RFP is advertised in the newspaper.

The State of Utah advertises in Monday’s legal section of the Salt Lake Tribune and Deseret News.

Amendments

Are accepted prior to the closing date and time.

Addendum’s or changes are NOT accepted after 3:00 p.m. of the closing date.

Open-ended RFP’s allow addendum as described in the RFP.

Contract Period

Contracts are written for a total of 3 years.

Eligibility

Describes the provider or organization that would be qualified to bid on the proposal.

Contact person

They are available to answer questions during the time the RFP is open.

Receipt and Registration of Proposals

The RFP closes at the front desk in the administration building.

The names of all providers who bid on the service become public information.

Faxed RFP’s will not be accepted.

Evaluation of Proposal

Description of the individuals who will be evaluating and scoring the proposals.

The proposal will be evaluated on the stated evaluation criteria.

Award

This gives the provider information on how the proposal will be evaluated.

Notifies the provider that Open ended contracts do NOT guarantee they will receive clients.

Notifies provider that he needs to request that the highlighted propriety data/trade secrets be protected.

The winning proposal will be open to public inspection for 90 days after the award of

the contract.

Program DescriptionThis is a brief summary of the existing problem.

Description of services required.

Explanation of why the service is needed.

Department Staff and Resources available.

Objectives of the Department Geographic area

Description of Services

This is a detailed description of the work and services to be performed by the provider.

Notice:

#8 Staffing Requirements: We have added the requirement to disclose all related parties!

Proposal OutlineThis list notifies the provider of what information we need in order to contract with him.

Legal address of the provider. Name of the person who is

authorized to negotiate and sign the contract.

Location of the Business office and Service Facilities.

Copies of incorporation, licenses, etc.

Technical Proposal

Describes how we want the proposal to be organized.

How many pages, the font, etc. How many attachments. How each proposal should be

addressed and an explanation of how they plan to approach the task and the steps taken.

If the proposal requires specific information,

make sure you include that information in the

proposal.

Cost Proposal

Closed ended RFP’s require the Department’s Budget Sheet.

They require the provider to give us the necessary financial information needed to review costs.

Allows us to compare expenditures with other providers.

Evaluation Criteria

The factors an agency uses to determine which of several competing proposals will best meet the needs of the Department.

Best & Final Offers

If additional information is needed to make a decision, each acceptable or potentially acceptable proposal must be given the same opportunity to submit a Best & Final.

This is not a new proposal - but a response to requested information.

Oral PresentationsHeld if the offeror’s proposal needs to be clarified.

The same questions are asked of all qualified providers.

Time limits are equal for all providers.

For further information, contact:

Rosalie Nance

538-4384

Purchasing Agent

Bureau of Contract Management

Beverly MacFarlane

538-4186

Contract Unit Manager