At Your Service: How to Prepare Successful RFPs

and RFQsIowa League of Cities Annual Conference

September 25, 2014

By: Patrick Callahan Callahan Municipal Consultants, LLC

www.callahanmunicipalconsultants.com

Overall Presentation

•Request for Proposal / Qualifications• Solicitation of Bids•Group Discussion

Two Perspectives on RFP’s & RFQ’s

•City’s perspective•Vendor’s perspective•Why does the city need a consultant

or engineer?

Preliminary Assessment RFQ’s & RFP’s

•Define the project•Goals and objectives• “Quarterback” or contact person•RFQ or RFP process

Preliminary Assessment RFQ’s & RFP’s

• Identify costs and funding• Federal and State law• Local policies

Request for Qualifications (RFQ)

•Providers who have the qualifications• Solicit information•Most qualified provider•Negotiate the fee and contract

Request for Proposals (RFP)

•Qualitative and Quantitative• Experience and expertise•Determination of fees

Content of Request for Proposals

• Title or description of services• Submittal requirements• Evaluation process

Content of Request for Proposals

•Contact person•Describe project•Cost estimates

Content of Request for Proposals

•Project financing•Project location• Legal warnings• Evaluation process

Content of Request for Proposals

• The interview process• Time table•Appendices

Interview of Process

• Experience with similar projects• Trustworthy and reliable•Produce quality project

Interview of Process

•Good listeners•Overall approach to problems• Sent right people

Interview Questions

•Most comparable project?•Make the intended time frame?•Actual people who will perform the

work?•Review the resumes

The Agreement for Services

• Scope of services• Time table•Compensation

The Agreement for Services

•Ownership of property•Reproduction rights• Insurance and liability

The Agreement for Services

• Tasks done by City• Time extensions• Termination clauses

The Agreement for Services

•General conditions•Amendments•Consult City Attorney

Federally Funded Projects – RFQ’s

• The Brooks Act•Qualification – based selection• Fee – not factor

Federally Funded Projects – RFQ’s

• Issue RFQ – Not RFP•Complete review•Negotiate fee

The Vendor’s Perspective

• Takes time and money•As much information as possible•Allow time•Be honest and upfront

Solicitation of Bids – Reasons Why

• Lack of time or expertise•Regulatory requirements• Shift liability•Considerable investment

Solicitation of Bids – Reasons Why

• Employee turn over•Reduce costs• Improve services

Solicitation of Bids – Phase One

• Set of specifications•Required qualifications•Contract – Examples of Services

Solicitation of Bids – Selection Process

•Bid Specification•Responsible•Responsive• Lowest dollar bid

Contract Operations

• Examples• Successful?• Suggestions?

Tips & Suggestions on RFQ’s and RFP’s

•What has worked•What has not worked

Tips & Suggestions on Solicitation of Bids

•What has worked•What has not worked

Sources of Information

•City websites• State websites•Models and examples•Publications

Patrick Callahan563-599-3708callahan.cmc@gmail.com