Transcript RFQ/RFP Generation - AR Supplier Information Center

RFQ/RFPs
• We’d like this section to be very interactive…so,
don’t hesitate to question or comment
• We have some charts
• Mainly, we’ll be working off of previously issued
complex RFQ/RFP packages
• Program/Customer/Supplier information has
been redacted
Pratt & Whitney Rocketdyne
CP 9-0827-1.ppt
RFQ_RFP Training
RFQ/RFP Generation (Buyer Needs)
Also, Elements of a RFQ/RFP
• Part/System description, Specifications,
Drawings, SOWs, DRDs
• Technical & Business Groundrules
• Assumptions (includes ATP, Proposal
Validity, etc.)
• Schedules & Quantities
• Pricing Instructions
• Terms & Conditions
• Quality Requirements
Pratt & Whitney Rocketdyne
CP 9-0827-2.ppt
RFQ_RFP Training
RFQ/RFP Generation (Consider)
• Is a Small Business Plan required?
• Is the Proposal complex enough to warrant a checklist?
• What are certification requirements:
• SF 1411 Equivalent
• Cost Accounting Standards
• Government “rent-free use” required?
• Buyer should define what is necessary if answer is “yes”
• Which Gov’t Agency owns the equipment/facilities
• Include all nomenclature/descriptions/identification numbers
• Prime Contract Number, name & number of Gov’t
Procuring Officer
• Type of Proposal Needed & anticipate contract type
• Royalties – if “yes” (all information concerning the royalty must |
be disclosed by the supplier)
Pratt & Whitney Rocketdyne
CP 9-0827-3.ppt
RFQ_RFP Training
Why Flow All These Requirements
It is a Customer requirement/need
It supports us satisfying a
Customer requirement/need
OUR CUSTOMER WANTS IT!!
Pratt & Whitney Rocketdyne
CP 9-0827-4.ppt
RFQ_RFP Training
Why Flow All These Requirements Continued
• That being said:
• May a requirement appear stupid/expensive? Yes!!
• But, it could serve the greater effort and be less expensive overall
• Can you question it or offer alternatives? Yes!!
• But, BE RESPONSIVE TO THE PROPOSAL, THEN OFFER AN OPTION!!
• Remember to have “presence of mind” when asking a question
or clarification!!
• Is the RFQ/RFP competitive or non-competitive?
• Non-Competitive – then open dialogue with PWR is acceptable
• Competitive – Be careful!!
• Questions/Clarifications must be given to all suppliers proposing
• Questions/Clarifications could give away a strategy – so be
careful in how or whether you ask
• Define assumption made & offer an option
Pratt & Whitney Rocketdyne
CP 9-0827-5.ppt
RFQ_RFP Training
Why read RFQ/RFPs??
• One would think that this would be self evident!! But, sadly it
isn’t intuitive to a high percentage of suppliers!!
• Not restricted to small businesses!!
• 1st reason: Understand your customer’s needs and most
important requirements
• First time through…eliminates rounds of questions
• Help us catch our mistakes and ambiguities
• Clarifications – ensures mutual understanding of requirements
• Eliminates PWR having to make instant assumptions for
our proposal
• Substantially increases both of our chances to WIN!!
Pratt & Whitney Rocketdyne
CP 9-0827-6.ppt
RFQ_RFP Training
Why Read the SOW/DRD??
• Statements of Work and Data Requirements
Documents contain pertinent information and
requirements
• Helps to identify our/our customer’s Most Important
Requirements
• SOWs describe how you’re expected to execute the
program
• DRDs give you specific data requirements, submittals
and time interval requirements
• Please price separately – Customer often changes DRD
requirements, this makes it easier to remove from
proposal.
• Satisfies our Customer’s requirements
Pratt & Whitney Rocketdyne
CP 9-0827-7.ppt
RFQ_RFP Training
Specs, Drawings, PPARs
• Specifications – Often not completely understood or sub-tier
specs missed
• Don’t assume…ASK
• Drawings – Rare that suppliers miss a requirement here
• PPARs:
• PWR’s Supplier Quality buyoff document
• Suppliers should use the document to plan too
• SMPP requirements consistently missed
• Must use a SMPP approved house
• Must complete and submit SMPP for approval if TO be
processed internally (before processing)
• Certified Special Processes (CSP) consistently missed
• Must use a PWR CSP approved Processor
• Must become PWR CSP approved Processor before internally
processing hardware
Pratt & Whitney Rocketdyne
CP 9-0827-8.ppt
RFQ_RFP Training
Schedule, Quantity & Cost
• Meet the schedule need date in your proposal
• If can’t, give explanation or option on how to meet it
• Sometimes capacity determines you can’t – no bid
• Be realistic, being late causes you irreparable damage
• May not be immediately catastrophic, but, consistency here
will be catastrophic for the supplier – off our database
• Bid Quantity Requested, but:
• Give us options for economies of scale if it exists
• Our requirement 32, but if we order 40 it is same or less than
32
• Cost
• Non-competitive – should be fact found & Negotiated
• Sole Source? – Still need to be realistic or another option may
be developed!
• Competitive
• May be accepted on basis of ‘best value” or negotiated
Pratt & Whitney Rocketdyne
CP 9-0827-9.ppt
RFQ_RFP Training
Terms & Conditions
• Your proposal must be responsive to our Terms &
Conditions
• Any exceptions taken must explain why you cannot
accept the terms as written and propose alternative
language
• Operation of Law terms cannot be changed
• Most Gov’t flowdowns have little or no room to maneuver
• Some of our terms, dependent upon the specific
procurement will be non-negotiable
• Other terms are negotiable when a reasonable argument
is presented…You must present that reasonable
argument!!
• Otherwise you run the risk of being non-responsive
Examples
Pratt & Whitney Rocketdyne
CP 9-0827-10.ppt
RFQ_RFP Training
Responsive vs. Non-Responsive
• Did you answer everything that was asked for in the RFQ/RFP? If
positively, then you’re possibly responsive…may not be “best value”
• Did you accept our terms? Yes, you’re responsive to terms. No,
maybe – did you outline your exceptions and present a reasonable
argument for your alternative language?
• Does your proposal demonstrate that you understand the
requirements? Yes, you’re possibly responsive
• Did you ignore our most important requirements as you have “a
better way”? Yes, you’re not responsive. A better way should be
offered as an option!!
• Did you meet the proposal due date? No, not responsive, but maybe
considered upon management approval due to circumstances
surrounding submittal.
• Did you comply with Proposal Validity Date? No, not responsive!!
Pratt & Whitney Rocketdyne
CP 9-0827-11.ppt
RFQ_RFP Training