Visio-SBAC_RFP-Process-CrossFunctional-Diagram-2011-2-10 copy
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The document outlines the competitive procurement process for an RFP via a flow chart depicting the key steps: 1) An executive committee and workgroup determine the procurement strategy, scope, and budget before drafting an RFP. 2) The RFP is reviewed by legal and fiscal experts before being posted for vendor response. 3) Vendors submit proposals that are scored and evaluated to select a vendor, with the selection recommended to the superintendent for approval. 4) Once approved, contract negotiations are conducted and a final contract is executed and distributed, allowing the vendor to commence their work.
Visio-SBAC_RFP-Process-CrossFunctional-Diagram-2011-2-10 copy
- 1. SBAC Procurement Process Diagram (only depicts competitive procurement via RFP) VendorsPMPOSPI Executive Committee WorkGroup Create Procurement Strategy Confirm Scope Budget Source Consult with experts or advisors Select Procurement Vehicle Draft RFP narrative Gather requirements & define scope Secure EC and/or GS Approval for RFP Submit RFP to OSPI Consult with Procurement Officer on best vehicle Peer Reveiw PSM Vendors Completes RFP Template Verify Budget & Assign Cost Code Identify Vendor Short List OSPI & OFM Legal and Fiscal & Technical Review Revise, align and redact per guidance Page 2 EC Liaison Brief PMP & EC PMP Liaison Review WG answer review queries Last updated: 2-10-11 CFC
- 2. SBAC Procurement Process Diagram (only depicts competitive procurement via RFP) VendorsPMPOSPI Executive Committee WorkGroup Page 2 RFP posted on OSPI website Finalize Evaluation Criteria & Matrix SM experts from WG Support Bidders Conference Host Bidders Conference Answers Vendors attend Bidders Conference Questions? Collect, Answer & Post Answers to Bidders’ Questions Respond in writing to Bidders’ Questions Answers Vendor submits proposal Qualify proposal for completeness and responsiveness Technical & Cost Scoring of qualified vendor proposals Rating and Scoring of transmitted proposals Select Vendor Submit BOFA Notify Vendors of final decision Review & recommend BOFA Review & recommend BOFA Review & recommend WG selection to OSPI Transmittal Letter to Superintendent with final recommendation Supterintendent approves recommendation Last updated: 2-10-11 CFC Page 3
- 3. SBAC Procurement Process Diagram (only depicts competitive procurement via RFP) VendorsPMPOSPI Executive Committee WorkGroup Page 3 Last updated: 2-10-11 CFC Prepare for Contract Negotiations Select & assign Contract Negotiators Negotiate Contract with selected Vendor Negotiate with OSPI on final T&Cs Initiate Contract Negotiations Submit Final Contract Review & Approve Final Contract Accept Final Contract & Assign Vendor Liaison Ratify Contract & Vendor Liaison choice Issue Executed Final Contract Distribute Contract to Cognizant Parties Prepare for Kick-off & Vendor Engagement Convene Stakeholder Meeting Support Stakeholder Meeting Vendor Commences execution of Work Package