Transcript Title

RFPs and Excess
Capacity Leases for
EBS
Roger Carter, Arizona State University
Patrick J. Gossman, Wayne State University
Overview
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What is a RFP?
Why conduct a RFP? Why not?
Preparing for an RFP
The RFP itself
Conducting an RFP Process
Case Studies
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What is a RFP?
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Request for Information
Request for Quotation
Request for Proposals
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Request for Quotation
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Simple
Just money
Know exactly what you want
Looking for highest bidder
But………..
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Request for Proposals
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Complex
More than just money
Flexibility, options
Room for creativity
Not necessarily highest bidder…
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Why do an RFP?
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Law, politics, institutional requirement
Process is a good thing
Competition is a good thing
May get things you wouldn’t have thought to ask
for
Unique education solutions
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Why not do an RFP?
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No competitors in marketplace
It’s work! For you and operators
Cost exceeds benefit
It takes time and control
If you cannot do it well….
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The better your RFP…..
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the easier to prepare proposals
the better their responses can be
the easier to evaluate proposals
the easier to negotiate
the easier to write a contract
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Preparing for the RFP
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Know yourself
Know potential partners
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Know yourself
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Who are you?
What do you have?
What do you want?
Constraints? Requirements?
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Who are you?
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Institution
Enrollment
Special programs
Problems you’d like to solve
Key players involved?
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What do you have?
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Channels
Potential uses
Coverage
Demographics
Value to potential suitors
Valuations
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What do you want?
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Not an easy question….
Problems to solve?
Protect assets?
Equipment?
Services?
Payment?
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Upfront? Over time? Stock?
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Constraints? Requirements?
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Minimum bid?
Timeframe for
construction/operation/delivery?
Technical performance specifications?
Requirements or desires?
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Know Potential Partners
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Who might be interested in you?
How to find them…
NIA
 WCA
 Local trade/business papers
 Community Wireless Projects
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Are you interested in them?
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The RFP Itself
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Borrow when you can!
Scope of work
Evaluation criteria
Boilerplate
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Scope of Work
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Who you are
What you have
What you want
Constraints and requirements
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Evaluation Criteria
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What’s absolute? Deal breakers?
What’s most important?
What’s desirable?
Weighting?
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Boilerplate
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Overall process
Bidder requirements
Timetable
Institutional Requirements
Institutional Rights
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Overall Process
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Single point of contact
Questions/Changes
Acceptable Behavior
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Bidder Requirements
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Prebid meeting
Format of response
Additional materials
Delivery of Proposals
Location
 Deadline
 Complete
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Timetable
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Intent to bid
Prebid meeting
Last date for questions
Proposal delivery
Proposal review
Bidder presentations
Award(s)
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Institutional Requirements
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Performance Bond
Insurance
Financial Statements
Non-collusion
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Institutional Rights
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Flexibility
Accept and reject
Waive requirements
Negotiate
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Conducting an RFP Process
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Who is involved at your institution?
Who will negotiate and sign?
What resources to tap outside your department?
Institution?
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Who is Involved?
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No surprises
Authority
Stakeholders
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Negotiate and Sign?
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Treasurer
Business Officer
Distance Ed/Continuing Ed
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Resources to Tap
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Spectrum Valuations
Accounting
FCC Legal Counsel
Non-Profit Legal Counsel
Purchasing
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Summary
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Know Who You Are
Know What You Want
Know the Value of What You Have
Know What a Bidder May Value
Do It Right
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The Final Choice
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RFP or Not……
Offering What You Want?
 Able to Deliver It?
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Case Studies and Lessons
Learned
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Arizona State University
Community Telecommunications Network and
Wayne State University
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Contact
Patrick J. Gossman, Ph.D., Director
Academic Technologies and Customer Services
Wayne State University
Detroit, Michigan
[email protected]
(313) 577-2085
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