Jaime C. Schorr, RFP Administrator

September 24, 2014

DHHS Procurement Process Reform

1

REQUEST FOR INFORMATION

GOAL:– Information gathering tool

Products Services

WHEN TO USE– Understand the marketplace of

services available– Determine scope of work for RFP– Collect Budgetary information

REQUEST FOR INFORMATION

– An effective RFI:Announce to the marketplace that there will be

competitive procurement Introduces the RFP process that will follow from

RFIObtains budgetary and financial dataAchieves a greater understanding of products

and services available

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REQUEST FOR INFORMATION

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RFI DO’S RFI DO NOT’s

Work with DCM and DAFS to release RFI

Award contract from response to RFI

Review Responses received Draft RFP based on ONE response from RFI

Analyze Responses received Assume sole source justification because one response received

from RFI

Draft RFP based on information received from RFI

Underestimate the value of an RFI

REQUEST FOR PROPOSALS ROADMAP

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Program need to

purchase Service

Research, Plan and Develop

Procurement Strategy

RFIRFP

CONTRACT

DHHS RFP Cycle: Every 4 years

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2014 Contract Reform

RFP Checklist

RFP CHECKLIST

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TASK LEAD TIMELINEReview and Submit Pre-approval Template to DCM

Program n/a

1. Draft Scope of Service 2. Obtain legal approval 3. Draft RFP4. Proofread

Program 2-4 weeks

Submit Draft RFP and GovRFP ($1M+) to DCM

Program n/a

DCM RFP team reviews DCM 1-2 weeks

Program makes necessary changes Program 1-2 weeks

RFP CHECKLIST cntd.

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TASK LEAD TIMELINESubmit RFP package to DCM:1. Final Draft RFP2. GovRFP ($1M+)3. Approved Pre-Approval template

Program 1 week

DCM RFP coordinates final review:1. Internal General Counsel2. Audit3. OCQI4. DCM Director5. Commissioner’s office

DCM 2-4 weeks

RFP CHECKLIST cntd.

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TASK LEAD TIMELINESubmit Final RFP Approved package to DAFS

DCM (with Program

1 week

DAFS and SPRC (if applicable) review

DAFS n/a