Transcript Internal Auditing in DES

Procurement
Request for Proposal (RFP)
Solicitation Process
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A RFP is the formal solicitation process ADHS
uses to solicit Proposals from interested
vendors for goods or services under the
guidance of the Arizona Revised Statutes and
Arizona Administrative Code
A RFP is the process Offerors follow to submit
a
detailed
Proposal
that
meets
the
requirements for the goods and services
ADHS needs
RFP Solicitation Process
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Solicitation Components
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State’s Uniform Instructions
ADHS Special Instructions
State’s Uniform Terms and Conditions
ADHS Special Terms and Conditions
Scope of Work
Price Sheet – now in Items Tab in ProcureAZ
Attachments
Exhibits
Offer and Acceptance
RFP Solicitation Process
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The Pre-offer conference date is
established ~ a minimum of 7 days
before the due date
The due date is established ~ a
minimum of 14 days “on the street”
Legal ad is placed in the newspaper
Solicitation is posted on ProcureAZ and
a link from the ADHS Procurement web
page
http://www.azdhs.gov/procurement/rfps.htm
RFP Solicitation Process
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Once the RFP is finalized and
approved, it is posted to ProcureAZ
Vendors MUST be registered on
ProcureAZ to ensure notification of
upcoming solicitations
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Not just for ADHS, but any state agency
Registration is based on the National
Government
Institute
of
Purchasing
(NIGP) Codes selected
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NIGP Class: 948 = Health Related Services; NIGP
Class Item: 72 = Pharmaceutical Services
RFP Solicitation Process
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ProcureAZ website address:
https://procure.az.gov/bso/
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To view online tutorials and quick reference
guides about using ProcureAZ, please access
http://spo.az.gov/ProcureAZ/default.asp
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A handout will be provided at the end of the session of
the Registration Quick Reference Guide and FAQs
RFP Solicitation Process
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A Pre-Offer Conference is held a minimum of
7 days before the close of the Solicitation
It is not required that Offerors attend the
Pre-Offer Conference, but it is strongly
encouraged
The Pre-Offer Conference is to make sure
the intent of the RFP is clearly understood
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RFP Solicitation Process
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The Procurement Officer:
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Will request each Vendor sign in prior to the meeting
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This is a public record of everyone who attended and a copy may
be requested by other Vendors so did not attend
If a Conference call is schedule to increase attendees, each
Vendor must notify the Procurement Officer in advance of their
intent to participate and state their name and organization at the
start of the meeting
Discuss the intent of the Uniform Instructions and the
Uniform Terms and Conditions
Discuss the intent of the Special Instructions and Special
Terms and Conditions
ENCOURAGE all Vendors to read and understand the
entire document. Signing the Offer and Acceptance is
binding and an awarded Contractor will be held to those
conditions
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RFP Solicitation Process
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A Subject Matter Expert(s) will attend from the ADHS
program to answer questions related to the Scope of
Work, Attachments and Exhibits
No minutes are taken or distributed from the Pre-Offer
Conference
Only to discuss the ADHS’ intent, and to determine
whether the requirements are clearly understood
Nothing that is said should be considered a revision to
the written RFP that is posted
ANY changes as a result of the Pre-Offer Meeting will
be provided by a Solicitation Amendment
RFP Solicitation Process
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The Proposal is due by the due date and time on the
Solicitation cover page
The standard time is 3:00 P.M. local Arizona time
Late Offers will not be accepted; ProcureAZ will close the
Solicitation and you will not be able to continue
Be sure to begin the process as early as possible on the date
due; preferably the day before
Do not wait until 2:00 p.m. or later as this is a statewide
web-based system and timing will be dependent on your
server, your internet service provider capabilities and the
number of other vendors in the system at that time
responding to Solicitations
A handout will be provided at the end of the session of the
Responding to a Solicitation Quick Reference Guide
RFP Solicitation Process
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Questions are permitted until the date
stated in the Solicitation
Questions must be submitted in writing
in ProcureAZ
The Procurement Officer will respond
and all Vendors will be able to view all
questions
submitted
and
ADHS’
response
Any question that revises the RFP will
be
addressed
in
a
Solicitation
Amendment
RFP Solicitation Process
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After the close of the Solicitation on the
due date the Evaluation Process begins
An Evaluation Team reviews the
submitted Proposals and scores them
using a pre-determined evaluation tool
and the evaluation criteria stated in the
Special Instructions
RFP Solicitation Process
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The Evaluation Process consists of:
 Initial review and scoring
 Clarifications
 Negotiations
 Final Proposal Revision
 Final review and scoring
 Recommendation for award
RFP Solicitation Process
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After the initial Consensus meeting an
Offeror may be asked to respond to
Clarifications
After the initial Consensus meeting Offerors
reasonably susceptible for award may be
asked to participate in negotiations
After negotiations the Offeror will submit a
Final Proposal Revision
The FPR is reviewed, discussed and scored
using the same tool and criteria
RFP Solicitation Process
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Upon
final
Consensus
scoring
a
recommendation for award is made by the
Evaluators to the Chief Procurement Officer
If the CPO is in agreement the awarded
Contractor(s) and all bidders will be notified
of the award
After award the Solicitation file is available
for review by interested parties via
ProcureAZ
Request for Grant Application
(RFGA) Process
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The RFGA process matches the RFP process but
under different Statute
The submission is called an Application
The vendor submitting is called an Applicant
RFGAs advertise for a minimum of 6 weeks
versus 14 days for a RFP
The evaluation scoring in by color versus
points: green, blue, orange, yellow, purple
and red
Questions?
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