State Bid Proposal Elements Guide
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This document provides an overview of elements of a quality bid proposal for state government procurement in Michigan, including the solicitation documents, key components of an ITB/RFP, specifications, pricing, pre-bid meetings, question and answer periods, acknowledgements, the evaluation and award process, and contact information for additional resources. It outlines the various solicitation documents used, such as RFQs, ITBs, RFPs, and RFIs, and describes the typical components of an ITB/RFP including the work statement, terms and conditions, bid process and evaluation criteria, required bidder information, and Recovery Act terms. It also discusses specifications, the importance of competitive pricing, pre-bid meetings, the question
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State Bid Proposal Elements Guide
- 1. Elements of a Quality Bid Proposal for State Government An Overview in State of Michigan Procurement Practices and Procedures Jennifer M. Granholm, Governor Phyllis Mellon, Acting Director
- 4. Forms: Solicitation Documents RFQ: Request for Quote ITB : Invitation to Bid RFP : Request for Proposal RFI : Request for Information Prequalification Program
- 23. Contact Information Rebecca Nevai, Coordinator Phone: 517-373-8530 Email: [email_address] Buy Michigan First Patrick Mullen Phone: 517-373-0967 Email: [email_address] DMB Facilities Administration Tammi Hart, Coordinator Phone: 517-335-4770 Email: [email_address] Supplier Diversity General Email: [email_address] Buy Michigan First Business Development Unit
- 24. Contact Information Phone: 517-373-9559 Email: [email_address] DMB Real Estate State Headquarters Phone: 616.331.7480 Website: www.misbtdc.org Michigan Small Business & Technology Development Centers (SBTDC) Regional PTAC Phone: 734-362-3477 Website: www.ptacsofmichigan.org Procurement Technical Assistance Centers Of Michigan (PTAC) General Information Phone: 517-373-9808 Website: [email_address] Michigan Economic Development Corporation (MEDC)
- 25. Contact Information Michigan District Office Phone: 313- 226-6075 Website: www.sba.gov Small Business Administration (SBA) Nancy Taylor - Williams Phone: 517- 241-5952 http://www.michigan.gov/msi Michigan State Industries (MSI) Ann Williams Phone: 248- 967-0570 ext 211 http://www.michigan.gov/mdot Michigan Department of Transportation (MDOT)
Editor's Notes
- How many of you think that the incumbent vendor always wins? Not true – why? They don’t come to this class! But seriously… Common issues – didn’t write a quality bid proposal, complete and thorough detail, responding to all sections Need to respond to each part of RFP as well as having a competitive price. Make sure that your bid responds to each aspect of all bid questions, frequent mistake. Gov’t bids have higher level of detail. Write your proposal assuming that you will not meet with the buyer, and any clarifications and negotiations will only be via email. Different process than private. Don’t need to meet with us in order to submit a bid. Bids are publicly posted and anyone can submit a response.
- SPECS – be complete, respond to each aspect with requested detail. PRICE - Why best price first? (Not like automotive.) To model a business relationship that is most efficient, on behalf of the taxpayer. PRE-BID – review each bid for one, and whether it is mandatory PRE-QUAL – normally you must complete this step before you bid, or the bid is posted. Q&A – submit via email to the buyer by the Q&A due date and time ACKNOWLEDGE – statement accepting T’s&C’s, bid incorporates all addendums and attachments FORMS – review each bid, complete as stated RULES – can be disqualified
- Review our “jargon”
- Respond by the due date and time. If Fed Ex delivers late, it’s late. Only considered if no other bids are received. Don’t wait until the last day to submit.
- Respond by the due date and time. If Fed Ex delivers late, it’s late. Only considered if no other bids are received. Don’t wait until the last day to submit.
- Have a due date and time If you have questions before submitting a response, email the assigned buyer.
- ANY QUESTIONS ON THE TYPES OF PURCHASES?
- WHY ARE STATE BIDS SO LONG? Two key differences from private sector that are to vendor’s benefit. Must publish terms and conditions and bid process and evaluation criteria with bid. Article 4 is in the process of being removed from bid documents, and made part of the on-line bid4michigan vendor registration process. Cuts 10% off of bid doc. These sections may get renumbered when Article 4 is removed, so look for that. Article 6 is new, and will only be included in bids that use Recovery Act funds.
- Requires a response from vendor in many sections. Respond to or acknowledge all of the details within each section. Not the place for marketing fluff or what you did for someone else. Describe how your company will do this work for us. Good idea to maintain the outline format to make sure you hit all the details – COMMON INCUMBENT MISTAKE NOT TO. If you have additional info to include, put it at the end of your response sub-sections, after the detailed bid response.
- In the vendor’s favor that we publish up front. Review and ask questions. Buyer may revise a section like Insurance through Q&A, and that would directly affect price. Standard terms for each division (Services, Commodities, and IT). Once you bid repeatedly you’ll see that these remain similar with a few customizations. Standard Contract Term is 3 base years plus two optional renewal years, customized by bid.
- Keep in mind that until the bid is due you should keep checking it regularly for new addendums, like Q&A. That is how we would communicate any information to bidders. Will state the due date and time for Q&A. Bid bonds are not commonly included for goods and services.
- Company information includes sales volume for each of the last several years. Can be used to estimate financial capability. This is the place for prior experience narratives, not Article 1. Prior Experience – COMMON AREA FOR MISTAKES. Requested details are listed in paragraph format, make sure to include everything! You may include more prior work experience descriptions than requested, if you like. If this project represents a “step up” in the type of projects you’ve been doing compared to the bid scope, acknowledge that. Explain in detail how your company will be taking steps to accommodate this “step up” and how your prior experience has prepared you for this. Can’t say how a future bid would be scored, but will certainly instill more confidence that your company has thought this out. COMMON MISTAKE not to do this. Staffing – be thorough, like Prior Experience. Consider MiDEAL, we’ll talk more about later on.
- Do not expect any face to face meetings for bid clarifications or negotiations. Negotiation emails will have a response due date and time. Email the buyer if you have questions before submitting your response. May have short time window for negotiations. BAFO – read definition in bid, it does not refer to your last and best price . It is we clarify our bid specifications, and ask all vendors to consider the change and respond. May not occur.
- Bid may ask vendor to propose the best solution, such as what type of security camera for a room? Central mount, corner pan and tilt? Pre-bid may be mandatory so that all bidders have viewed the room to submit a good response. Site visits valuable for janitorial bids. See some floor tile is damaged. Ask in Q&A if it will be fixed before contract start date. Prebids are an excellent time for subs to network with primes.
- Split Award – janitorial supplies Multiple Source Award – Temporary Staffing Contracts (may need multiple sources to ensure enough nurses) Regional Award – Fuel Oil delivery