![Page 1: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/1.jpg)
The RFP: How to Manage the Process
Bob YeckeAssistant Director, University Unions
University of MichiganAnn Arbor
![Page 2: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/2.jpg)
Use the Right Tool
• Request for Information (RFI)
• Request for Quotation (RFQ)
• Request for Proposal (RFP)
![Page 3: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/3.jpg)
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
![Page 4: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/4.jpg)
Use to Secure the Following Services:
• Food Service operations
• Retail operations (bookstore, travel
agency, banking service, etc.)
• Point of sale systems
• Consultant services
![Page 5: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/5.jpg)
Form the RFP Committee
• Select individuals appropriate to the needs of the RFP
• Orient the committee as to their roles and responsibilities
![Page 6: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/6.jpg)
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
![Page 7: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/7.jpg)
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
![Page 8: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/8.jpg)
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?
![Page 9: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/9.jpg)
Sections of the RFP
1) Introduction– Define who, what, where, when
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Sections of the RFP
2) Operating Standards– Define your expectations
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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
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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
![Page 13: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/13.jpg)
Sections of the RFP 5) Attachments
– Sample lease or agreement– Historical data– Long range planning documents– Campus & building maps
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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
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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
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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
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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
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Reviewing the Proposals
• Presentations by finalists
• Reference checks
• Site visits
• Write justification for selected supplier
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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
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Road to Opening
• Approval of construction documents
• Move out of current occupant
• Construction
• Meet with key operating representatives
• The GRAND opening
![Page 21: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/21.jpg)
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
![Page 22: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/22.jpg)
FinalQuestions
and Comments
![Page 23: The RFP: How to Manage the Process Bob Yecke Assistant Director, University Unions University of Michigan Ann Arbor](https://reader030.vdocuments.mx/reader030/viewer/2022032708/56649e8f5503460f94b92b40/html5/thumbnails/23.jpg)
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