Intro

Matt Reeves – FirsTech

Lyle Wolinsky – Global Express

Stella Pulliam – Sempra Utilities

Kim Folks – Tampa Electric

Guidelines for a Successful RFP

Request for Proposal (RFP) Process

Lifeline of RFP ProceduresRequest for Information (RFI)RFP – Notification of Bidding ProcessRFP – General Requirements and QuestionsVendor Presentation

Response Evaluation ProcessAward

The Request for Proposal Process

Overview

The Request for Proposal Process

Lifeline of Request for Proposal (RFP) Procedure

Issue the Request for Information (RFI)

Questions

Vendor presentation

Award

Issue the Request for Proposal (RFP)

Evaluate Request for Proposal (RFP)

Notification of Request for Proposal (RFP)

RFP Lifeline

The Request for Proposal Process

Notification of the Bidding Process

Include background information of utility

Include scope of work

Include estimated time line of events to occurInclude response document to be returned from vendorRequirements and due dates (3-4 weeks response time)

Market presence

Present capabilities

Notification

Request for Information (RFI) - Optional

Confidentiality noticeBackground information of utility

The Request for Proposal Process

What? When? Why?

Objective of RFI

RFI

Contents

Scope of work (High level questionnaire)Estimated timeline for RFI, RFP, evaluation processRequirements and response guidelines for vendor (with due dates - 3 to 4 weeks)

Market presence

Present capabilities

The Request for Proposal Process

General Requirements and Questions

Vendor Background

Scope of Work

Terms and ConditionsService Level Agreement (SLA)

Vendor Response Guidelines

Utility Introduction and Background

Requirements

The Request for Proposal Process

Utility Introduction and Background

Utility Description

Utility Background

Name

Location

Customer Base

Major Lines of Business

Utility Footprint

Reason for Issuing RFP

The Request for Proposal Process

RFP – Scope of Work

Detailed description of tasks/services how the Utility wants to process the work. The Utility may also include any enhancements to the current process.

Risk Management

Operational Standards (i.e. agent network)

Regulatory RequirementsData & Cash Management FlowSecurityTechnical Specifications

Scope of Work

The Request for Proposal Process

RFP – Terms and Conditions

Business Classification

Definitions/Clarifications/ExceptionsTerminationInvoicingLegal Information/Requirements

Terms & Conditions

Union Labor

Validation of RFP documentation and pricing

Request for M/WBE planFederal/State Requirements LanguageSafetyAuditing/Compliance Requirements

Services to be includedInsuranceAnnual audited report or financial statements

Exclusivity? Utility and Agent Contracts

The Request for Proposal Process

RFP – Service Level Agreement (SLA)

Payment Data

Mutually agreed upon measurement of performance

Scorecard or matrix provided by vendor

Account Management

Disaster Recovery

Risk Assessment

Customer Service

SLA’s should cover all aspects of the vendor services

Service Level Agreement

Originate from Scope of Work

Resolution

The Request for Proposal Process

RFP – Assessing the Vendor Identity

What utilities need to know about perspective vendorsFinancial

StatementsAudits of State/Federal LicensesPatriot Act & Anti-Money Laundering ComplianceBonded & Insured?Copy of Business LicenseDisaster Recovery and Business Continuity

Vendor Background

The Request for Proposal Process

RFP – Vendor Response Guidelines

Company representatives - questionsCost liability

Consideration of proposalsProposal property

Vendor Response Guidelines

News release

Confidentiality notice

Dates and deadlines

Submittal instructions

Format for vendor responseRFP proposal conditions

The Request for Proposal Process

RFP – Vendor Exclusivity Contract with Agents

If vendor will recruit and obtain pay agents obtain a copy of the contract that will be signed by those agentsEnsure the vendor’s agent contract is not exclusive

Vendor Response Guidelines

A vendor’s exclusive agent contract locks in those agents to the “vendor”. If you are unhappy with the vendor and want to select another vendor, those agents will not be able to be used if they have signed an exclusive contract with the vendor.

Consider adding verbiage that would ensure no exclusivity with the vendor and agent.

The Request for Proposal Process

Response Evaluation Process

Identifying the Key Biller Criteria

Developing Evaluation ScorecardRFP Guidelines

Evaluation

The Request for Proposal Process

Vendor Presentation – Narrowing your options to a short list

Scorecard – Measuring the quality of response.

Weight Graded Item

Grade

Score

  Company Background and Financial Condition    

  General System Requirements    

  Security, System and Data Recovery    

  Settlement and Reconciliation    

  Agent Coverage and Management    

  Licensing - State and Federal    

  Account Management and Customer Service Support    

  Implementation Timeline and Fee    

Vendor Presentation

* Provided by NACHA

The Request for Proposal Process

Vendor Presentation

Category Evaluation CriteriaWeigh

t

Quality of Proposal

Complete proposal 10%

Ability to answer questions accurately 5%

  SUBTOTAL  

Experience & Locations Utility experience 15%

  SUBTOTAL  

Process

Terms and Conditions 10%

Insurance Requirements 10%

Real Time Capabilities 10%

Long Term Financial Stability 10%

Software Interface 20%

Pricing Options 10%

  SUBTOTAL  

  TOTAL SCORE  

The Request for Proposal Process

Congratulations! It’s time to meet your new partner.

Contacting Winning Vendors

Notification to Losing VendorsContract Negotiations

Award

The Request for Proposal Process

Questions/Contacts

The RFP committee

Kim FolksTampa Electric

Stella PulliamSempra Utilities

Lyle WolinskyGlobal Express

Matt ReevesFirsTech, Inc.