Transcript Document

Presented by
Department of Finance
Purchasing Division
Cecelia H. Stowe, CPPO, C.P.M., Purchasing Director
Eileen M. Falcone, Senior Buyer
1. Procurement Laws - Federal, State and
Local
2. Procurement Opportunities –
What is eVA? How to Register?
3.Procurement Methods and Process
IFB vs. RFP
4. RFP Response Process
PROCUREMENT LAWS
 FEDERAL
 FAR
 DAR
 STATE – VPPA
 Virginia Public Procurement Act
 LOCAL - County Code
PROCUREMENT OPPORTUNITITIES
 eVA – Electronic Virginia
 Newspapers (optional)
 County website
 http://henrico.us/purchasing/bids-and-
proposals/
What is eVA?
 eVA is Virginia's online, electronic procurement
system. This web-based vendor registration and
purchasing system allows state agencies, colleges,
universities and many local governments to use eVA
to conduct all purchasing and sourcing activities for
goods and services.
County use of eVA
 The County uses eVA for supplier registration,
posting of solicitations, eVA Quick Quotes and as a
resource to locate specifications.
Website : eva.virginia.gov
IFB vs. RFP
Competitive Sealed Bidding (Purchases $30,000.00 and above)
 Invitation for Bid (IFB): Used when specifications can be
clearly defined.
• Specifications are developed by the department and an
Invitation For Bid (IFB) is issued.
• Public Opening and announcement of all bids received.
• Evaluation of Bids.
• Award to the lowest responsive and responsible bidder
who meets all the requirement of the IFB.
IFB vs. RFP
Competitive Negotiations (Purchases $30,000.00 and above)
• Request for Proposal – (RFP)
• Used to purchase goods and services of a highly complex
and technical nature whereby firms are solicited by means
of a Request For Proposals (RFP).
• Selection Committee reviews proposals.
• Award made to the Offeror making the best proposal.
Price is not the sole determining factor in award.
RFP PROCESS
 Statement of Work developed by End User
 RFP issued and advertised (eVA and County website)
 Pre-proposal conference (usually optional)
 If held, recommend attendance to familiarize yourself
with the requirement
 RFP Due date and time – clearly communicated
 Late proposals/bids cannot be accepted
 Selection Committee – reviews submittals and documents
their opinion of proposal (score sheet)
 Oral Presentations - scheduled with short-listed firms
 Negotiations conducted –
 BAFO – Best and Final Offer requested
 Questions – clarification of questions submitted
 Selection Committee – Finalizes the selection based on
BAFO/Q&A
 Contract awarded
EVALUATION SHEET
Request for Proposal #14-9657-9CS
Project: Tutoring, Alternative to Secondary Education &
Leadership Development Services for the Workforce Investment Act Local Workforce Area #9
Legend:
Firm _________________________
Committee Member ___________
Criteria
Outstanding
10 points
Weight
Score
Subtotal
More than
acceptable
7-8
Program Description, Components and Operations

Successful history of delivering the program elements to the target population

Operational systems in place to effectively deliver the described program element (s).

Strategy to meet the required outcomes of proposed element (s).

Effective process and plan for 12 month follow up for youth exiting the program.

Program elements are delivered in a way that supports a youth development philosophy.

Program provides curriculum tools and resources sufficient to ensure program achievement.

Strategy to ensure ongoing and open ended services until June 30, 2015.

Strategy to ensure services are provided, at least one day a week at all service delivery locations.
Outcome, evaluation, fiscal control and reporting

Program meets the outcome requirements of the RFP and includes performance levels, benchmarks, methods and
tools that will guarantee achievement of the selected outcomes.

Plan or process in place to ensure ongoing as well as a final program evaluation for participating youth.

Reporting capabilities

Fiscal control process
Experience and qualifications

Skilled professional staff to deliver the proposed services and to administer the program’s activities and reporting.

Financial stability of the firm

References

Resumes of proposed staff

Organizational chart
Budget

Offeror has provided evidence in the proposal of levering of resources and in-kind contributions, which will assist In
meeting outcomes

Offeror has provided a projected budget that will effectively support the proposed program.
Quality of proposal submission/oral presentation
TOTAL
Acceptable
5 points
30
Marginally
Acceptable
2-3 points
Unacceptable –
Information not
provided
0 points
25
20
Pricing/Cost is
not a subjective
criteria and
Offeror’s
proposals should
be scored based
lowest to
highest and
should be
assigned points
based on the
price range of all
proposals
received.
There is no 9, 6, 4
or 1
20
5
100
Multiply score by
weight to obtain
subtotal for
criteria. Add up
sub total to
obtain Total
score.
Proposal Response Format by the “Offeror”
for an RFP
Organize response, Proof read
Cover letter
Complete required forms
Respond thoroughly and completely in order to
convey your firms ability to provide the requested
Scope of Work (SOW)
5. Provide additional information as necessary to
enhance proposal submission (brochures, pamphlets,
reference letters)
6. Clearly define all pricing elements – avoid submission
of lump sum prices without providing elements/costs
1.
2.
3.
4.
Conclusion
 Offerors/Participants in process notified of award
status
 Procurement records can be reviewed
 Benefits



Process is transparent
Better positioned for future participation in other projects
Learning opportunity as to process
Helpful Hints For Success !!!!


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ORGANIZE RESPONSE – Based on SOW requirements
CHECK FOR ACCURACY – Proof read
CONFIRM REQUESTED DOCUMENTS ARE INCLUDED IN RESPONSE
EVALUATION CRITERIA – Look to be sure that if the evaluation criteria items
have been included in your response (ex. Evidence of financial stability)
 PLEASE DO NOT ASSUME  That the evaluation committee knows you or your company
 Incumbents should prepare response and present at orals as if this were a
new opportunity
 Be prepared for oral presentations (PowerPoint or Handouts necessary)
 Let the best person on your team present – no necessarily most senior
employee present
 Give shorter version of answers when questions presented to stay on time
 Have a copy of your proposal response with you at Oral Presentations
 Call ahead to confirm if computer, overhead projector, internet connection
is available