Upload
dangthuy
View
213
Download
0
Embed Size (px)
Citation preview
2
COURSE INTRODUCTION
Course Overview & Learning ObjectivesCourse Expectations Training Approach & Participation Protocol
3© WA Department of Enterprise Services
Mutual Respect
General guidelines for online meetings:
Interact
Engage
Participate
4© WA Department of Enterprise Services
Training Credit
To complete the module and receive credit, you will be expected to achieve a 80% on
the module assessment . Employees should log into LMS to complete each module
assessment. Use of the participant workbook is encouraged in the assessment!
5© WA Department of Enterprise Services
Course Overview
Course will be delivered in four modules: Module 1: Purchasing & Procurement
Overview Module 2: Choosing a Route for Purchases of
Goods and Procurement of Services Module 3: Competitive Procurements,
Amendments, and Exemptions Module 4: Purchasing & Procurement
Processes
6© WA Department of Enterprise Services
Module Overview
Section One
The Planning Process
Section Two
Solicitation and Selection
Section Three
Post-Procurement
7© WA Department of Enterprise Services
Learning ObjectivesAs a result of this training participants will be able to:
Identify purchasing and procurement needs and outcomes Describe the importance of communicating need within the
agency Identify scope, timeline, requirements and vendors as part
of the planning process Discuss how to evaluate and select a vendor Apply the purchasing and procurement planning phases
8
THE PLANNING PROCESS
Identify the Need and OutcomesCommunicate Need Within AgencyIdentify Scope, Timeline and RequirementsIdentify VendorsDefine Scope and/or Statement of Work
9© WA Department of Enterprise Services
Procurement Steps1. Identify the Need and Outcomes
2. Communicate Need Within Agency
3. Identify Scope, Timeline and Requirements
4. Identify Vendors
5. Define Scope and/or Statement of Work
6. Communicate Formal Need With Vendors
7. Evaluate Vendors
8. Select Vendor
9. Negotiate Contract
10. Contract Execution and Management
Pla
nnin
g P
hase
Sol
icita
tion
& S
elec
tion
Pos
tP
rocu
rem
ent
10© WA Department of Enterprise Services
Collaboration and Planning
Collaboration is important – Work with Business Owners, Subject Matter Experts
and Stakeholders
11© WA Department of Enterprise Services
Identify the Need and OutcomesStep 1
Why does your agency purchase goods and services?
12© WA Department of Enterprise Services
Identify the Need and OutcomesStep 1
Critical Thinking & Outcomes of a Purchase or Procurement
Identify Need
Identify Alternatives
AvailableEvaluate &
Analyze
Identify Outcomes
13© WA Department of Enterprise Services
Communicate Agency Need Step 2
1. Initiate planning process
2. Engage SMEs,
business owner and
other stakeholders
3. Conduct independent
research
4. Determine checkpoints
and delegated authority
14© WA Department of Enterprise Services
Purchasing vs. Procurement
Purchasing - the process of obtaining goods and services for the State of Washington.
Procurement - the combined functions of identifying needs, initiating a procurement project, selecting a vendor, contracting with a vendor, purchasing of the goods or services, managing the resulting contract.
15© WA Department of Enterprise Services
Identify Scope, Requirements and Timeline
Step 3
Identify and define the scope and overall contract timeline
16© WA Department of Enterprise Services
Identify Scope, Requirements and TimelineStep 3
Contract Purpose
High-level Functional
AreasContractor
ResponsibilitiesContract Phases & Timeline
What is NOT in Scope?
17© WA Department of Enterprise Services
Identify Scope, Requirements and TimelineStep 3
Common Pitfalls in Scope of Work/Requirements Writing
• Too strict and rigid• Not enough details• Written to a certain vendor or
solution• Outdated or obsolete requirements
18© WA Department of Enterprise Services
Identify VendorsStep 4
1. DES Vendor Lists
2. Knowledge of Vendor
Marketplace
3. Vendor Pre-Bid
Communication
4. Other Sources
19© WA Department of Enterprise Services
Define Scope and/or Statement of WorkStep 5
Scope or Work vs. Statement of Work
20© WA Department of Enterprise Services
Define Statement of WorkStep 5
Statement of Work
Requirements &
Specifications
Project History &
Objectives
Deliverables
MilestonesSchedule
Reporting Requirements
Performance Standards
22© WA Department of Enterprise Services
Procurement Steps1. Identify the Need and Outcomes
2. Communicate Need Within Agency
3. Identify Scope, Timeline and Requirements
4. Identify Vendors
5. Define Scope and/or Statement of Work
6. Communicate Formal Need With Vendors
7. Evaluate Vendors
8. Select Vendor
9. Negotiate Contract
10. Contract Execution and Management
Pla
nnin
g P
hase
Sol
icita
tion
& S
elec
tion
Pos
tP
rocu
rem
ent
23© WA Department of Enterprise Services
Communicate Formal Need to VendorsStep 6
Request For Quote
/QuotationOR
Qualifications (RFQ)
Request For Proposal
(RFP)/Request for Bids (RFB)
Request For Qualifications
and Quotation (RFQQ)
Communicate
24© WA Department of Enterprise Services
Communicate Formal Need with VendorsStep 6
Solicitation Need RFQ RFQQ RFP/RFBStandard, Ongoing Purchase X XMany Vendors Offer This X XCost is the Most Important Factor XVendor Qualifications and Performance Important in Addition to Cost
X X
Vendor Specialization / Few Offer This XComplex Project Needs XSolution Required to Meet Need X
25© WA Department of Enterprise Services
Communicate Formal Need with Vendors
Step 6
Assign Procurement Coordinator
•Define list of potential vendors
•Encourage WEBS registration
Draft Solicitation Content
•Requirements tailored to level of complexity
Issue Solicitation
•Use WEBS•Post Amendments on WEBS
Receive Bids
•Document date/time
•Maintain confidentiality
26© WA Department of Enterprise Services
Communicate Formal Need with VendorsStep 6
Evaluate Costs /Rates
• Rank based on lowest cost or rate
Award
• Lowest cost, responsive bidder
Post Results
• WEBS• Notify
successful & unsuccessful Bidders
Negotiate & Award Contract
• Conduct Debriefings
• Negotiate & award the contract
27© WA Department of Enterprise Services
Communicate Formal Need with Vendors - Step 6
Select Team
•Establish Team Roles
•Write Specifications
• Identify RFP/RFB Coordinator for the project
•Score and rank Bids
Draft RFP/RFB Content
•Project approach and methodology
•Finalize Scope of Work
•Outcomes and Performance Measures
•Deliverables and milestones
•Management and staffing plan
•Bidder responses format
•Cost response format
Finalize and Release RFP/RFB
•Stakeholders review draft RFP
•Finalize RFP for release
•Post and publish RFP
Post Release Activities
•Respond to Bidder questions
•Draft amendments or addendums
Evaluation Process (Step 7)
28© WA Department of Enterprise Services
Communicate Formal Need w/ Vendors - Cost Sheets Step 6
Vendor Name Cost
Time
Materials
Total:
Vendor Name Deliverable Cost
Deliverable A
Deliverable B
Deliverable C
Total:
Vendor Name
Hourly Rate
Hours Total
Staff level
Total:
29© WA Department of Enterprise Services
Evaluate VendorsStep 7
Evaluation Objectives
Provide clear direction and guidance Ensure integrity of fair evaluation process Create a documented process Recommend for contract award
30© WA Department of Enterprise Services
Evaluate VendorsStep 7
Evaluation Step Considerations
Confidentiality and Security Conflict of Interest Evaluation Milestones Evaluator Availability?
31© WA Department of Enterprise Services
Evaluate VendorsStep 7
ProcurementCoordinator
• Ensure Adherence
• Prepare & Distribute
Evaluation Committee
• Evaluate• Score
Executive Sponsorship
• Supports & Authorizes
• Controls Expenditures
Evaluation Roles include ….
32© WA Department of Enterprise Services
Evaluate VendorsStep 7
Phase 1• Initial Screening
Phase 2• Evaluation of Technical
and Management Response
Phase 3• Oral Presentations (if
applicable)
Phase 4• Evaluation of Cost
Proposals
Phase 5• Best and Final Offers
(BAFO)
Phase 6• Ranking of
Proposals
33© WA Department of Enterprise Services
Evaluate VendorsStep 7
Technical Evaluation
Technical Evaluation CriteriaPoints
(Weighted Score)
1 Executive Summary (75 points max) and Vendor Identifying Information (25 points max)
100
2 Qualifications of Firm (300 points max) 300
3 Approach to Scope of Work (300 points max)
300
4 Qualifications of Proposed Key Personnel (200 points max)
200
5 Corporate References (100 points max) 100
6 Total Weighted Score 1000
34© WA Department of Enterprise Services
Evaluate VendorsStep 7
Cost Evaluations
Vendor Name CostVendor A $150,000Vendor B $175,000Vendor C $180,000
35© WA Department of Enterprise Services
Evaluate VendorsStep 7
Cost Evaluation
Cost Component
Vendor A Vendor B Vendor C
Supplies $50,000 $60,000 $70,000
Staff $50,000 $90,000 $90,000
Administrative Expenses
$20,000 $5,000 $5,000
Profit/Overhead $30,000 $20,000 $15,000
Total $150,000 $175,000 $180,000
36© WA Department of Enterprise Services
Select VendorStep 8
Once the evaluation is complete
Award to Highest Scoring Bidder
ORReject all Bids or Re-Issue the Solicitation
37© WA Department of Enterprise Services
Select VendorStep 8
Once all bidders have been notified, conduct debriefings if requested.
Following the award, as you get ready to negotiate and establish a contract make sure the solicitation files are complete.
39© WA Department of Enterprise Services
Procurement Steps1. Identify the Need and Outcomes
2. Communicate Need Within Agency
3. Identify Scope, Timeline and Requirements
4. Identify Vendors
5. Define Scope and/or Statement of Work
6. Communicate Formal Need With Vendors
7. Evaluate Vendors
8. Select Vendor
9. Negotiate Contract
10. Contract Execution and Management
Pla
nnin
g P
hase
Sol
icita
tion
& S
elec
tion
Pos
tP
rocu
rem
ent
40© WA Department of Enterprise Services
Negotiate ContractStep 9
Conduct Baseline Contract Review
Edit contract based on proposal
Finalize and Route
for Signature
s
Contract Starts
41© WA Department of Enterprise Services
Contract Execution and Management Transition Step 10
Contract Execution
Initial Kick-off Meeting
Contract Management Framework
ProjectManagement
42© WA Department of Enterprise Services
Ongoing Contract Management
Schedule Monitoring
Risk Mitigation
Compliance with T&C Approve
Contractor Invoices
Contract Execution and Management Transition Step 10
43© WA Department of Enterprise Services
Summary & Key Points
Identified purchasing and procurement needs and outcomes
Described the importance of communicating need within the agency
Identified scope, requirements and timeline, and vendors as part of the planning process
Discussed how to evaluate and select a vendor Applied the purchasing and procurement planning
phases
44© WA Department of Enterprise Services
Next Steps
Complete test and achieve 80% or higher Complete evaluation form