Transcript Kick-Off Meeting

Kick-off Meeting
Project Name:
Project RFP/RFQ No.:
Date:
Time:
Location:
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Kick-Off Meeting
Meeting Agenda
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Introductions –
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Also complete sign in sheet and confidentiality statements
RFP/RFQ Objective
Project overview
Define the end results
Determine a timeline
– Proposal due date; Deadline to submit questions; Pre-proposal conference; Answers to
questions posted on the DGS Web site; Weight setting meeting; and Selection meeting.
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Define task assignments
Define BOP roles and responsibilities
Define Agency roles and responsibilities
Voting and Non-voting members
Responsibility of Evaluation Committee Members
Confidentiality Statement and No Conflict Form
Define your evaluation team structure
Sourcing Strategy-Determine the type of contact: Fixed Price, Cost Reimbursement,
Time and Material, etc.
Goals
– What is the end result for this procurement?
Objectives
• (provide project overview and define what the
end result of the project is )
– Timeline required to meet requirements
– ID Individuals Voting – Non- Voting
– Contract Performance Measures
– Task Assignment –responses to be provided
by next meeting
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Roles & Responsibilities
• DGS/BOP Leads: (Non-Voting) • Agency Procurement Leads:
(Voting)
– Sourcing-Project Management
– Market Place Analysis & Potential
Suppliers
– Create SRM solicitation
– Bid Opening & Review for
responsiveness
– Negotiations & Contract Award
– Debriefing for non-awarded
suppliers
– Protests
– Contract Management
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Budget Requirements
Requirements of the contract
Evaluate Proposals
Daily Management of Contract
• Supplier Management
– Purchase Orders
– Goods Receipts
– Invoice Issues
• Performance Issues
• Amendments
• Changes
– Customer Service
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Note: DGS, Comptroller, Bureau of Small Business Opportunities (BSBO) &
Legal are non-voting members -- Agency and their designees score and
evaluate all proposals
Procurement Process
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Preliminary Questions: (Many answered on Notice of Forthcoming Procurement
Form)
– Project Manager (from Agency):
– How soon are these services required:
– Is a current contract in place? if yes,
• Expiration date:
• Length of original contract:
Number of Renewals:
• Do you want a 3-month extension to prevent a lapse in coverage?:
• What is cost structure of current contract?:
• Provide copies of reports on spend from original contract, if available
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– Budget for new contract $
(Federal or State Funds)
– Any special insurance coverage required: ___________
– Does this procurement involve IT Services:
– Does this procurement impact Article 43 employer/employees/union matters?
– Has PIBH expressed an interest (or part of PIBH carve out contract)?
Which methodology for this procurement?
– IFB, ITQ (RFQ),RFP
• DGS/BOP Recommends:
• Agency Recommends:
Is an RFI beneficial to add to this process?
Suppliers/Proposers
• Current Supplier(s),if an existing Contract
Market Place - Potential Suppliers
• Potential Suppliers
– Known – Agency recommendations
– If RFQ, What category(s) must the proposers be qualified
under.
– Unknown- DGS/BOP research and provide
recommendations
• Standard practices
• Pricing methodologies
• Price points
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Evaluation Team
• Evaluation Team Structure
Evaluation
– Program Manager (From Agency)
Process
• Will assemble individuals to form a project team to
include others from other departments or Agencies who
can contribute special technical, operations, financial or
management expertise to the evaluation process
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Technical
Cost
Bureau of Small Business Opportunities (BSBO)
Legal
Comptroller
Sourcing Strategy
• Performance Based Contract or Deliverable Based
Contract
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Fixed- Price Contract
Cost-Reimbursement or Unit-Price Contract
Time and Materials Contract
Mixture of above
• Next Meeting
– All committee members to attend
– Develop a timeline and End User (Agency) to provide draft
of the SOW
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Sign In Sheet
Project Title: ______________________________Date:____________
Name
Agency
Telephone
Email address
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