RFI GOODS TEMPLATE WEBINAR - University of … · RFI GOODS TEMPLATE WEBINAR ... 2014 1 . Agenda • RFP/RFQ Goods Template Recap • Current RFI Goods Template ... default into every

RFI GOODS TEMPLATE WEBINAR JANUARY 16, 2014

1

Agenda

• RFP/RFQ Goods Template Recap

• Current RFI Goods Template

• RFI Goods Template Changes

• New RFI Goods Template Demo

• Support Resources

• Next Steps

8/20/2014 2 P200: RFI Goods Template

RFx Standardization Objectives

RFx Standardization

Create 4 new templates in Sourcing Director:

• Goods: RFP/RFQ, RFI • Services: RFP/RFQ, RFI

Obtain campus input Clean up existing RFx template to:

• Eliminate redundancy • Utilize the tool to best present bid

information • Move contract language to

contract template • Simplify overall process


RFI/RFQ/RFP Definitions

REQUEST FOR INFORMATION (RFI): A solicitation document used to obtain general information about products, services or suppliers. It is an information request, not binding on either the supplier or the purchaser, and is often used prior to specific requisitions for items. REQUEST FOR QUOTATION (RFQ): A solicitation document used to obtain price quotes for a specified product or service. These are often a follow-up to an earlier request for information (RFI). REQUEST FOR PROPOSAL (RFP): A solicitation document used to obtain offers of price and proposed method of execution of a project.


RFP/RFQ Goods Template: Recap

RFP/RFQ Goods Description is clean and concise, containing only the Purpose & Objectives and the Contact Term. Prerequisites page now defaults with 3 required prerequisites: Terms & Conditions, Required Supplier Information and Supplier Bidding Guide Documents removed from the template and added to the Library for Buyer selection. The Documents page now defaults blank. Note: Campus Profile and Evaluation Method documents are now required on every RFP/RFQ. Questions removed from the template and added to the Library for Buyer selection. The Questions page now defaults blank.


RFI Goods Template: Current State

What does our RFI Goods template look like today?


RFI Goods Template: Current State

8/20/2014 7

RFI Goods Template: New & Improved

Library

Prerequisites

Description


RFI Goods Template: Default Description (Editable)

• The new Default Description contains three elements:

– General Information – Communications Regarding this RFI – Response Submittal and Evaluation

• Highlighted fields must be completed

– Details regarding your RFI – Optional RFI Conference Call/Webinar

details. Delete if no Call/Webinar is scheduled

• Do not alter the default language! – The default description has been vetted

and approved by OGC

– Buyer can add additional information to the description but please do not delete the default language.

Library

Prerequisites

Description


RFI Goods Template: Default Prerequisites • A single mandatory prerequisite will

default into every RFI Goods event – this is required!

– Supplier Bidding Guide containing instructions for declaring intent to participate in RFI, navigating and uploading documents, and submitting RFI package

• Other prerequisites are available in the Library and can be added at Buyer’s discretion

Library

Prerequisites

Description


• Additional documents are available from the library for buyer selection.

– Buyer attaches additional documents that are relevant to the event from the Library.

– Consider adding your campus profile.

– Convert Word documents into PDF before attaching to your event.

– View Reference Guide for Library Documents for an explanation of each document and when to use it.

RFI Goods Template: Library

Library

Prerequisites

Description


http://www.ucop.edu/procurement-services/_files/training/reference-guide-for-library-documents.pdf

RFI Goods Template: Library (continued) • Additional questions are available from

the library for buyer selection. – Questions can be added to the event by

importing from a spreadsheet, copied from Library, or by entering questions manually. If you have multiple sources for adding questions, this order is important in order to preserve sequencing.

– All questions are editable.

– PLEASE NOTE: Supplier responses to RFI questions cannot be exported using the “Export All Bids” function.

Library

Prerequisites

Description


Steps for Creating an RFI

• Complete the header section

• Update the Default Description

• Confirm Contact Information (Defaults)

• Select Users for RFI

• Workflow Configuration (Defaults)

• Supplier Invitation

• Prerequisites (1 Mandatory Default)

• Select Documents from Library

• Add Questions or Select from Library

• Add Supplier Bid Envelopes (if necessary)

• Review Summary


RFI Goods Demonstration- Future State

What will our RFI Goods template look like after today?


RFI Template Recap: Default Description

8/20/2014 15 P200: RFx Template Standardization Update

The new Description contains three sections: General Information, Communications Regarding this RFI and Response Submittal and Evaluation, with highlighted fields to be completed by Buyer. The Optional RFI Conference Call/Webinar language can be deleted if no such call is scheduled.

Do: Add information below default language, if necessary. Do Not: Modify default language!

RFI Template Recap: Default Mandatory Prerequisite


The new Prerequisites page defaults with a single Mandatory Prerequisite: Supplier Bidding Guide.

Additional Prerequisites can be added manually, uploaded from your computer or copied from the Library.

RFI Template Recap: Library Documents


Additional Documents have been added to the Library for Buyer selection. The relevant Campus Profile document is required on every event.

Additional Documents can be uploaded from your computer or copied from the Library.

Select the relevant Campus profiles(s) for your RFI


Additional Questions have been added to the Library for Buyer selection. From the list of Global Questions, select the checkbox next to the desired Question(s), and click “Add Selected to RFx”.

Additional Questions can be imported from a spreadsheet, copied from library or entered manually . This order is important in order to preserve sequencing.

RFI Template Recap: Library Questions

Support is Available!

• Training Materials on Procurement Website – Link to today’s Webinar

– RFI Quick Reference Guide

• Questions? Contact your Sourcing Director Campus Primary Representative (CPR)


http://www.ucop.edu/procurement-services/procurement-systems/supplier-registration-sourcing.html

http://workingsmarter.universityofcalifornia.edu/2013/10/sourcing-technology-cprs/

http://workingsmarter.universityofcalifornia.edu/2013/10/sourcing-technology-cprs/

Next Steps

• RFP/RFQ/RFI Services Template: On Hold


Questions and comments