Vendor Introduction Presentation - attach to all RFP bids.pdf

REQUEST FOR PROPOSALS (RFP)

VENDOR INTRODUCTION PRESENTATION

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES | OFFICE OF STATE PROCUREMENT

TRANSFORM.AR.GOV/PROCUREMENT

VENDOR PRESENTATION PURPOSE

The purpose of this vendor presentation is to explain the RFP submission requirements and equip vendors to submit responsive proposals.

This presentation does not discuss the RFP service requirements or delivery; it only covers the requirements for submitting responses to the RFP.

RFP GOALS AND

OBJECTIVES

The Department has stated the goals and objectives of the resultant contract within the RFP.

Prospective Contractors are expected to have enough expertise in the related industry to understand the stated objectives and to provide a solution to ensure the Department achieves its goals.

The Department has specified service requirements, deliverables, and deadlines within the RFP.

Prospective Contractors should read those requirements closely to ensure they can submit a proposal that is advantageous to the State.

RFP SCHEDULE

Dates provided in the Solicitation Schedule are for the benefit of all interested parties.

• Prospective Contractors must be registered in ARBuy to submit questions and proposals and are encouraged to register in advance to become familiar with the system.

MOST ADVANTAGEOUS PROPOSAL

OVERVIEW

The State seeks the most advantageous proposal (the MAP) to reach its objectives.

The State is relying on the expertise of the

Prospective Contractors to put together the

MAP, which needs to:

Clearly outline the best way to achieve the

State’s objectives, considering cost and the evaluation factors identified in the RFP

Use demonstrable and observable metrics to make its business case

Identify known and anticipated risks, along with how to manage, mitigate, or avoid those risks

MOST ADVANTAGEOUS PROPOSAL

OVERVIEW

Proposals should be clear and easy for a non-technical reader to understand.

The State expects to discuss the finer details and technical points of the project or service delivery with the

Prospective Contractor who provides the MAP.

PHASES OF THE RFP PROCESS

Preparation

• Develop and release RFP

• Formal questions and answers

Selection

• Cost check

• Initial evaluation

• Interviews

• Final evaluation

Discussions

• Kick off meeting

• Final meeting

Execution

• Award

• Implementation

• Progress reporting

PHASE I OF THE RFP PROCESS – PREPARATION

The OSP procurement specialist has collaborated with the Department to provide a concise RFP that will result in a successful contract.

OSP has outlined a process for Prospective Contractors to obtain clarifications about the solicitation requirements in the Clarification of Solicitation section of the RFP.

Prospective Contractors must be registered in ARBuy to submit questions.

Questions must be submitted through ARBuy.

PHASE II OF THE RFP PROCESS – SELECTION

The OSP procurement specialist will review technical proposal packets to ensure submission requirements have been met.

A cost check may be conducted to review the competitive range of cost proposals submitted.

The average cost submitted will be used as the baseline for the competitive range, and Prospective Contractors whose proposed costs fall outside of the competitive range (see RFP) may be asked to justify their cost.

Evaluators will review and score written technical proposal packets.

Prospective Contractors meeting the RFP submission requirements will be invited to attend an interview.

The primary project manager or key person for the project will generally be the only individual attending the interview.

Each Prospective Contractor will be provided a list of questions in advance that will be asked during the interview.

PHASE II OF THE RFP

PROCESS

SELECTION

Evaluators will use the rating system in the table to score proposals and interviews.

Score Description

The response provides metrics clearly establishing that the

Prospective Contractor is reliable and capable of fully performing the required services.

The response provides some information suggesting that the

Prospective Contractor’s level of performance may be acceptable, but it does not clearly establish that the Prospective Contractor is reliable and capable of fully performing the required services.

The response provides performance metrics clearly establishing that the Prospective Contractor is unreliable and incapable of fully performing the required services.

Cost scores and technical scores will be added for each proposal and a proposal ranking will be provided to the evaluators.

Cost proposals will be scored according to the formula specified in the RFP.

Evaluators will determine if highest ranked proposal is the most advantageous for the

State and will recommend Prospective Contractor(s) to move into the discussions phase.

PHASE III

RFP PROCESS

DISCUSSIONS

OSP will begin the discussions phase with the responsive and responsible Prospective

Contractor(s) submitting the most advantageous proposal recommended by the

Evaluators.

Discussions may be initiated with all Prospective

Contractors susceptible of award, if allowed by the

RFP.

Entering the discussions phase does not guarantee a contract award.

PHASE III OF THE RFP PROCESS – DISCUSSIONS

Discussions check points

Kickoff meeting

Refinement

Finalization

Kickoff meeting

Prospective Contractor prepares the following documents:

Detailed scope of work, including milestone schedule and performance standards

Risk management plan

Financial summary including a proposed payment schedule and recommended options

Proposed project management and reporting templates

Prospective Contractor presents the documents during to all applicable State personnel

Refinement

Prospective Contractor adjusts proposed scope, schedule, and plan (where needed) based on State feedback

Prospective Contractor collaborates with the State to finalize documents

Finalization

Prospective Contractor prepares final documents for State review during final meeting with stakeholders

PROSPECTIVE CONTRACTOR PROPOSALS

Prospective Contractors will provide the following information in their technical proposals. Proposals should be straightforward, project specific, and supported by metrics.

Submissions must not exceed the number of pages stated in the Technical Proposal

Packet.

Experience should provide metrics that confirm the

Prospective Contractor’s expertise and capabilities.

Solution should provide metrics that objectively demonstrate the soundness of the Prospective

Contractor’s solution and approach to the project.

Risk should provide metrics that provide certainty and confidence in the success of Prospective

Contractor’s proposed solution.

Cost proposals should include the costs of all resources to meet the objectives stated in the RFP and the Prospective Contractor’s proposal.

PROSPECTIVE

CONTRACTOR PROPOSALS

EXPERIENCE

In the Experience subsection of the Technical

Proposal Packet, Prospective

Contractors should provide demonstrable and verifiable experience metrics.

This slide provides simple examples of experience metrics.

Claim of Expertise We provide an experienced implementation team to deliver the services requested in the RFP.

Documented performance

• Implemented successfully in 5 states

• Average implementation time of 6 months

• Average customer satisfaction rating 9.8 out of 10

Claim of Expertise Our proposed project manager is very experienced and capable.

Documented performance

• Implemented 6 projects in the last 5 years

• Average cost per project is $4 million

• Average project duration is 5 months

• Average cost deviation is 0.1%

• Average time deviation is 1.0%

PROSPECTIVE CONTRACTOR PROPOSALS - SOLUTION

In the Solution subsection of the Technical Proposal Packet, Prospective Contractors should provide a high-level overview of their proposed approach or solution to the project specified in the RFP that must:

Meet all Requirements outlined in the RFP.

Should be non-technical and should include the Prospective Contractor’s best solution for meeting the requirements of the RFP

Additional service options and recommendations above and beyond the required scope of services should be included in the Recommended Options Form.

PROSPECTIVE

CONTRACTOR PROPOSALS

EXPERIENCE

In the Risk subsection of the Technical Proposal Packet, Prospective Contractors should identify risks (events or occurrences) that may interfere with the Prospective Contractor’s ability to meet the State’s desired outcomes, specifications, and performance standards.

This slide provides simple examples of risk metrics.

Risk Description State personnel do not attend implementation training sessions scheduled by the Contractor.

Solution

We will assign full-time personnel to continually reach out to State personnel regarding training sessions. We will also provide a 24/7 toll free number to assist personnel.

Documented performance

We have implemented this strategy on the last 4 projects, and client complaints and issues have decreased by 30%. Client satisfaction on this mitigation strategy is 10/10.

PROSPECTIVE CONTRACTOR PROPOSALS – COST PROPOSALS

Prospective Contractors must use the price sheet provided by OSP to submit their cost proposals.

Unless otherwise instructed, Prospective Contractors must not alter the price sheet and must complete their cost proposal as instructed in the RFP or in the price sheet.

Register as a vendor at:

• ARBuy.Arkansas.gov

• Arkansas Vendor Services

Find a list of procurement staff at:

• OSP Staff

Find a list of solicitation opportunities at:

• ARBuy.arkansas.gov

• OSP Solicitation

Opportunities

• AEDC.com https://arbuy.arkansas.gov/bso/view/login/login.xhtml https://www.ark.org/vendor/index.html?_ga=2.184103014.1151984197.1702308551-292160598.1646079585 https://www.transform.ar.gov/procurement/about/staff/ https://www.arkansas.gov/tss/procurement/bids/index.php?_ga=2.139604723.1151984197.1702308551-292160598.1646079585 https://www.arkansas.gov/tss/procurement/bids/index.php?_ga=2.139604723.1151984197.1702308551-292160598.1646079585 https://www.arkansas.gov/tss/procurement/bids/index.php?_ga=2.139604723.1151984197.1702308551-292160598.1646079585 https://www.arkansasedc.com/community-resources/Minority-and-Women-Owned-Business-Enterprise-Resources/detail/procurement-opportunities