Everybody Wins: Crafting a Solicitation that Fosters Transparency, Best Value, and Collaborative Partnership Presented by the NIGP Business Council nigp.org
2 Agenda • 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
3 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
4 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.
6 The NIGP Business Council Mission… Serve the NIGP membership and procurement profession through the sharing of resources and expertise in support of NIGP’s educational, research and advocacy mission.
7 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.
8 We “No Bid,” and I’ll tell you why. • What causes vendors to “No Bid” • What are the effects of reduction in vendor participation
9 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?
10 Intent – Examine primary reasons suppliers No Bid • Supplier Reasons to Bid or 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
11 Result of No Bid ▫ Agency loses opportunity to obtain best products, services or solutions ▫ Not leverage supplier experience or expertise ▫ Not take into account latest technologies or industry trends ▫ Reduction in responses weakens process and outcomes
12 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 Disclosure: Information discussed is about the article and not the actual solicitation
13 Crafting a Solicitation • Foster Transparency • Best Value • Collaborative Partnership
14 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 operating goals? Overview: ▫ Establish Four Contract Segments ▫ Review Existing Process ▫ Identify Areas For Collaboration & Improvement ▫ Create Case Studies For Review
15 What are the Issues In Achieving • Transparency • Best Value • Collaborative Partnership
16 • Case Study: • Case Study: • Evaluation Criteria • Acceptable Lead times • Pre-bid Conferences and timelines for • Allowing exceptions to IFB/ RFP/ Bid • Incorporating Best terms and conditions Value into Solicitations Commodities Services Graybar, Canon, Home Depot, HD Supply Municibid, FedBid Facilities Maintenance, Office Depot, HD Supply Waterworks Capital IT/ Operating Equipment Systems Caterpillar, Haworth, Periscope Toro • Case Study: • Case Study: • Pre-bid Conferences • Staying up-to-date on innovations/ • Soliciting information enhancements from suppliers before • Allowing alternate publishing a solicitation responses
17 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
18 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
19 Open Discussion Questions / Answers / Comments Download the White Paper at: www.nigp.org/ WhitePapers/ EverybodyWins
20 Three Quick References included 1. Complexity of Solicitation & Timelines 2.Using Evaluation Criteria 3.Potential Solicitation and Outcome Matrix
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