Everybody Wins: Crafting a Solicitation that Fosters Transparency, - - PowerPoint PPT Presentation

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Everybody Wins: Crafting a Solicitation that Fosters Transparency, Best Value, and Collaborative Partnership

Presented by the NIGP Business Council

• Panel Introduction
• Overview of the NIGP Business Council
• Overview of the white paper We “No Bid” and we

will tell you why

• Present information about the white paper

Everybody Wins: Crafting a Solicitation that Fosters Transparency, Best Value, and a Collaborative Partnership

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Agenda

Learning Objectives

• Through open dialog, understanding what is

possible in improving solicitations that meet the needs of markets/ suppliers/ vendors/ partners

• How an agency optimizes the number and

quality of supplier submittals and ensures the agency will realize its operating goals

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NIGP Business Council: Who We Are

NIGP’s Business Council is comprised of two representatives from each company participating in the Institute’s Enterprise Sponsor Program. Enterprise Sponsors are leaders in their respective industries and have demonstrated a shared commitment to NIGP’s values: Accountability, Ethics, Impartiality, Professionalism, Service, and Transparency.

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The NIGP Business Council Mission…

Serve the NIGP membership and procurement profession through the sharing of resources and expertise in support

• f NIGP’s educational, research and advocacy mission.

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In essence, the Business Council connects the supplier’s perspective with the public procurement community and is dedicated to improving the buyer/ supplier relationship. White papers represent one of the ways in which the Business Council supports the educational mission of NIGP.

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We “No Bid,” and I’ll tell you why.

• What causes vendors

to “No Bid”

• What are the effects
• f reduction in

vendor participation

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Discussion of the Issues

• Did they not know

about the RFP/IFB?

• Were they too busy to

respond to the RFP/IFB?

• Do they already have

all the business they want?

• Is there something in

the RFP/IFB which prevents interest?

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Intent – Examine primary reasons suppliers No Bid

• Supplier Reasons to Bid
• r No Bid

▫ Adequate time to complete ▫ Ability to offer alternate responses ▫ Risk Management ▫ Quality or complexity of T&Cs ▫ Ability to offer new products or solutions

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Result of No Bid

▫ Agency loses

• pportunity to obtain

best products, services

• r solutions

▫ Not leverage supplier experience or expertise ▫ Not take into account latest technologies or industry trends ▫ Reduction in responses weakens process and

• utcomes

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CTA Rebid (Thursday, 10/16/2014)

• Lack of response and the two (2) offers

are higher than the budget

• $2 billion, up to 846 cars
• Proposed Changes:

▫ Initial delivery 100 cars proposed 400 ▫ No longer need to be compatible with legacy cars ▫ Now asking to use alternative technology ▫ Buy America Provision

12 Disclosure: Information discussed is about the article and not the actual solicitation

Crafting a Solicitation

• Foster Transparency
• Best Value
• Collaborative

Partnership

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2014 White Paper: “Everybody Wins”

Continue the Conversation: What can an agency do to optimize the number and quality of supplier submittals and ensure the agency will realize its

• perating goals?

Overview: ▫ Establish Four Contract Segments ▫ Review Existing Process ▫ Identify Areas For Collaboration & Improvement ▫ Create Case Studies For Review

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What are the Issues In Achieving

• Transparency
• Best Value
• Collaborative

Partnership

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• Case Study:
• Staying up-to-date on

innovations/ enhancements

• Allowing alternate

responses

• Case Study:
• Pre-bid Conferences
• Soliciting information

from suppliers before publishing a solicitation

• Case Study:
• Evaluation Criteria
• Pre-bid Conferences
• Allowing exceptions to

terms and conditions

• Case Study:
• Acceptable Lead times

and timelines for IFB/ RFP/ Bid

• Incorporating Best

Value into Solicitations

Commodities

Graybar, Canon, Home Depot, HD Supply Facilities Maintenance, Office Depot, HD Supply Waterworks

Services

Municibid, FedBid

IT/ Operating Systems

Periscope

Capital Equipment

Caterpillar, Haworth, Toro

Ten Key Recommended Practices:

• 1. Soliciting information from suppliers before publishing a

solicitation

• 2. Pre-bid conferences
• 3. Reasonable lead times and timelines for the solicitation-

award process

• 4. Sharing evaluation criteria with bidders from the outset
• 5. Allowing alternate responses, pros and cons
• 6. Allowing exceptions to terms and conditions
• 7. Equal access to information vs. confidential or non-disclosed

information

• 8. Incorporating best value into a solicitation
• 9. Staying up-to-date on innovations or enhancements to

products and services 10.Creating a timely overall process

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Targeted Results:

• 1. Develop true partnerships with supplier community
• 2. Maintain environment of transparency and integrity
• 3. Improve effectiveness of procurement process
• 4. Efficient use of taxpayer dollars
• 5. Mutually beneficial practices aligned with shared values

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Open Discussion

Questions / Answers / Comments Download the White Paper at: www.nigp.org/ WhitePapers/ EverybodyWins

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Three Quick References included

• 1. Complexity of Solicitation & Timelines

2.Using Evaluation Criteria 3.Potential Solicitation and Outcome Matrix

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