Quality Proposal

Elements of a Quality Bid Proposalfor State Government

An Overview in State of MichiganProcurement Practices and Procedures

Jennifer M. Granholm, Governor

Phyllis Mellon, Acting Director

DMB, Purchasing Operations 2

TRAINING AGENDA

A. Elements of a Quality Proposal

B. DMB Procurement Process

C. Contact Information


Elements of a Quality Proposal

• Specifications/ Demonstrate Scope of Work compliance

• Pricing: Competitive – best price first

• Pre-Bid Meetings: Participate• Pre- Qualification: Complete in advance• Q&A:• Acknowledge: Addendums/Terms• Forms: Read & complete• Follow communication rules


Forms: Solicitation Documents

RFQ: Request for Quote

ITB: Invitation to Bid

RFP: Request for Proposal

RFI: Request for Information

Prequalification Program


Solicitation Documents: RFQ

• Informal Competitive Bid, under $25,000

• Simple solicitation

(mail, fax, e-mail, phone, etc.)

• Price is usually the primary evaluation factor

• Lower cost commodities with non-complex specifications.


Solicitation Documents: ITB• Formal Competitive Bid

• Low complexity

• Low Bid or Best Value - Price is one of the main evaluation criteria

• Defined bid due date & time.

• No Public Bid Openings.

(Except Design & Construction)


Solicitation Document: RFP

• Competitive Formal Proposal

• A more complex purchase

• Best Value - Price is only one of many evaluation criteria

• Highly technical commodities like IT and professional services

• Defined bid due date & time.


• Two types: Pricing Research or Market Research

• RFI’s can be formal or informal

• RFI response content may be used to develop an RFP

Solicitation Documents: RFI


Solicitation Document: Pre-Qualification Programs

• Advertised in same manner as RFP

• Due date and time for response

• Requirements vary per program

• Exist for a certain period of time

• May allow entry on a yearly basis

• Does not guarantee a contract or sales

• May just be a list of licensed or certified businesses


Element #1: ITB / RFP Components

• Article 1: Work Statement• Article 2: Terms and Conditions• Article 3: Bid Process and Evaluation

Criteria• Article 4: Required Bidder Information• Article 5: Recovery Act Terms and

Conditions


ITB / RFP Components: Article 1

•Project Title and Description

•Specifications / Scope of Work

•Required Service & Delivery Capabilities

•Reporting Requirements

•Minimum Order / Palletizing

•Proposal Pricing

•Special Terms & Conditions



Standard Contractual Terms

Important Terms Include (but are not limited to):

– Insurance– Payment Information– Cancellation– Contract Term / Optional Renewal Years



•Pre Bid Meetings and Q & A Period

•Communication Rules

•Award Process

•Evaluation Criteria

•Proposal Format Details

•Bid Submission Instructions

•Bid Bond Requirements (If Any)



• Company Information• Prior Experience• Staffing• Past Performance• Contract Performance• Place of Performance• Disclosure of Litigation• MIDEAL - Extended Purchasing

Article 4.doc


Element #2: Specifications

Article 1 Statement of Work

• Many Different Types: commodity specifications, services scope of work, design, installation requirements etc.

• Alternate Brands: Commodity bids may have a reference brand, indicating equivalent alternates are acceptable. Bidders can submit multiple options.

• Exceptions: Some exceptions are found to be acceptable. Bidders should submit a question in the Q&A period to determine which may be acceptable before submitting their bid.


Element #3: Pricing

• Be competitive, submit your best price with your bid upfront

• Negotiations via email

• BAFO: Best and Final Offer

• Discount Delivery Terms

• Discount Schedules

• Multi Unit Discounts


Element #4: Pre-Bid Meetings

• May be Mandatory or Optional

• Walk Through the Site(s)

• Provide Clarification of Visual Layout

• Prompt Vendors to Ask Questions


Element #5: Question and Answer Period

• Each Bid has a Q&A Period.

• Due Date and Time for Questions

• Buyer will post Q&A as an addendum to the bid.

• Q&A may revise the bid requirements

• Bidders are strongly encouraged to email in as many questions needed to submit your best proposal.


Element #5: Acknowledgements

Bidders must acknowledge:• Understanding of the work to be done• Addendums, including Q&A• Requirements of Bid Package• Questions asked in the Bid• Have successfully completed pre-

qualification, if applicable• Statement of Agreement to Terms and

Conditions• Complete additional RFP forms, if any


DMB Procurement Process

1. Evaluation Period 2. Clarifications3. Internal Approvals4. Award Notification5. Debrief6. FOIA 7. Protest


Evaluation Period: Award Type

• Single Award- Award entire contract to one vendor

• Split Award– Award by item, or group of items, split among multiple vendors.

• Multiple source awards– Award to multiple vendors among multiple responses.

• Regional or Zone awards– Award by region or zone


Protest

Who can protest?

• Responsive Bidder

Who cannot protest?

• Bidders who “No Bid”

• Manufacturers or suppliers selling through distributors, or businesses listed as subcontractors in a vendor's proposal.


Contact InformationBuy Michigan First

Business Development Unit

General Email:

[email protected]

Buy Michigan First Rebecca Nevai, Coordinator

Phone: 517-373-8530

Email: [email protected]

Supplier Diversity Tammi Hart, Coordinator

Phone: 517-335-4770


DMB Facilities Administration

Patrick Mullen

Phone: 517-373-0967



Contact InformationDMB Real Estate Phone: 517-373-9559


Michigan Economic Development Corporation

(MEDC)

General Information

Phone: 517-373-9808

Website: [email protected]

Procurement Technical Assistance Centers Of Michigan

(PTAC)

Regional PTAC

Phone: 734-362-3477

Website: www.ptacsofmichigan.org

Michigan Small Business & Technology Development Centers (SBTDC)

State Headquarters

Phone: 616.331.7480

Website: www.misbtdc.org


Contact InformationSmall Business Administration

(SBA)

Michigan District Office

Phone: 313- 226-6075

Website: www.sba.gov

Michigan Department of Transportation

(MDOT)

Ann Williams

Phone: 248- 967-0570 ext 211 http://www.michigan.gov/mdot

Michigan State Industries

(MSI)

Nancy Taylor - Williams

Phone: 517- 241-5952

http://www.michigan.gov/msi