The RFP: How to Manage the Process
Bob YeckeAssistant Director, University Unions
University of MichiganAnn Arbor
Use the Right Tool
• Request for Information (RFI)
• Request for Quotation (RFQ)
• Request for Proposal (RFP)
When to Use the RFP
• Multiple suppliers can provide the same solution• You seek to determine the best value of the supplier’s
solutions
• Products for the project can not be clearly specified• Lowest pricing is not the determining criterion for
awarding the contract
• Final pricing structure is negotiated with the supplierPorter-Roth, 2002, p. 2
Use to Secure the Following Services:
• Food Service operations
• Retail operations (bookstore, travel
agency, banking service, etc.)
• Point of sale systems
• Consultant services
Form the RFP Committee
• Select individuals appropriate to the needs of the RFP
• Orient the committee as to their roles and responsibilities
Establish the Timeline
***CRITICAL***
• Don’t underestimate the amount of time it will
take to complete the process
• Take into consideration your campus
calendar
• Strive to ensure that service to the campus
will be seamless
Sample RFP Timeline
Week Task
1 Define the need
2 Get approval to proceed
3-4 Select/orient RFP committee
5 Develop mailing list
6-7 Write the RFP
8 Mail invitation to pre-proposal meeting
10 RFP pre-proposal meeting
11 Questions due from prospective supplier
11 Answers sent to prospective supplier
13 Proposals due
14-15 Analyze proposals
17 On-campus presentations
18-19 Reference checks/Site visits
20 Selection of preferred supplier
21-25 Negotiate contract
30 Approve final construction documents
34 Last day of operation for current supplier
35 Current occupant move out
36-44 New Supplier construction
45 New Supplier open for business
• Adjust to fit project requirements
• Obtain Committee buy in to the timeline
• Monitor progress periodically
• Adjust as required
Develop the RFP Document
***CRITICAL***
• Work with your Procurement office to develop
the RFP
• Is there institutional language that must be
included?
• Is there a boilerplate RFP that can be used?
Sections of the RFP
1) Introduction– Define who, what, where, when
Sections of the RFP
2) Operating Standards– Define your expectations
3) Financial– Are you seeking the highest return to the college
union or the lowest prices for your customers?
– Define who is responsible for what initial costs
– Define ongoing obligations
Sections of the RFP
Sections of the RFP
4) Proposal requirements & award criteria– Define how the proposal should be structured
– Define the criteria that will be used to analyze
the proposal
Sections of the RFP 5) Attachments
– Sample lease or agreement– Historical data– Long range planning documents– Campus & building maps
The Letter of Invitation
• Develop your invitation mailing list
• Advertise in your local newspaper
• Pre-proposal meeting: – Mandatory or Optional
• Keep it simple
• Request an RSVP
• Establish a web site with pertinent information
The Pre-proposal Meeting
***CRITICAL***
• Face-to-face communication
• Find out who is really interested
• Review highlights of information packet
• Tour the available space– Don’t forget to coordinate the tour with the current occupant!
• Allows you to tell prospective suppliers your story
The Pre-proposal Meeting
• All questions and answers should be shared with the group both verbally and in writing
• All questions after the pre-proposal meeting should be submitted in writing and answers sent to all attendees
• The more information you can provide to prospective suppliers, the better they can respond
Reviewing the Proposals• Proposals should be sent directly to the
Procurement office
• Evaluate the proposals against the pre-established criteria
• Operational Expertise• Services (i.e. menu) • Customer Needs • Financial Proposal• Advertising/Marketing/Merchandising • Project Personnel• Presented Approach• Creativity/Flexibility
Reviewing the Proposals
• Presentations by finalists
• Reference checks
• Site visits
• Write justification for selected supplier
Negotiate the Lease
• Legal agreement between supplier and institution
• Partner with Procurement• Seek assistance and input
– Risk Management– Legal Counsel– Health & Safety
• Signing authority• Distribution of copies
Road to Opening
• Approval of construction documents
• Move out of current occupant
• Construction
• Meet with key operating representatives
• The GRAND opening
We have only just begun… Managing the Lease
• A new member of your team
• Creating a harmonious working relationship
– the Partnership
• Ongoing communication
• Willingness to share information
• Desire for all parties to succeed
FinalQuestions
and Comments
Bob Yecke
734-647-7463
Additional Information and Reference Materials:Additional Information and Reference Materials:
Website: umich.edu/~yeckerSample Pre-proposal letter
Sample RFP
Sample Lease
RFP article: March 2004 ACUI Bulletin