CWA Spring Conference Anaheim, CA Michael Vu, Director of Operations Tim Foster, Director, Customer and Market Development Developing RFPs That Drive Quality, Efficiency and Leave Room for Innovation Workshop Overview  RFP Basics  Preparation is Key  Tips for Boosting Quality, Efficiency, Innovation & # of Qualified Responders  RFP Bloopers & Blunders  Managing Transition & Beyond RFP Basics  The Rules of Procurement  Procurement Schedule  Description of Services Requested  Clear Descriptions of Roles (WDB vs. Contractor vs. Partners)  Performance Levels  Service Volume Levels  Pricing Additional Elements  Recent (last 3 years) Financials  References  Consider full list and random check  Executive Summary  Question Format (specific or open)  Evaluation Criteria Preparation is Key       Identify RFP Team Update your bidders’ list Determine advertising methods that will broaden potential responders Define your ideal match for a service provider Develop evaluation criteria & weight priorities Develop questions relevant to your priorities and evaluation criteria – get board member input! Additional Preparatory Considerations  Meet with providers before beginning search process  Anticipate questions and include in RFP     Funding level (range) Historical performance and service volume Staffing & compensation structure Other Infrastructure Questions  Identify  & prepare evaluation committee Consider outside/consultant reviewers Improve Quality of Proposals  Allow enough time for a quality response  Avoid ambiguity  Host a Bidders’ Conference  Focus on information that will influence your decision  Ensure response format is concise and flows Time Clarity Alignment Who We Are What We Will Bring Why You Can Trust Us Promote Greater Operational Efficiency  Consider     limiting # of providers Less overhead More flexibility Promotes consistency Less oversight needed  Simplify budget  Ask for value-added resources  Consider alternate contract structures Promote Innovation  Tight on the What, loose on the How  Allow opportunity in narrative for defining differentiators (competitive advantages)  Consider an open format  Offer flexibility in staffing structure  Offer bonus points for innovation  Allow ideas to be presented for discussion during negotiation Contract Structures  Cost Reimbursement  Performance Based (FAR Subpart 37.6)  Hybrid 2 CFR Part 200.323 Complexity Industry Rates Risk Profit Past Performance Investment Contract Amount Boosting # of Responders Tip 1: Ensure Awareness of Opportunity  Update bidders’ list in advance  Email blast potential bidders  Front page of website  Workforce Industry Associations  Government bid websites  Others Boosting # of Responders Tip 2: Timing is Everything  Early bird gets the worm  Allow at least 6-8 weeks between RFP release and due date  Conduct bidders’ conference early  Q&A deadlines should allow for final answers issued not less than 3-4 weeks prior to due date  Allow at least 60 day transition period Boosting # of Responders Tip 3: Ensure Clarity  Purpose, Vision and Goals  Roles of WDB, Partners & Provider  Scope (geography, facilities, partners)  Questions are pointed and clear  Format   Fillable forms Budget docs with formulas Boosting # of Responders Tip 4: Openness  Anticipate questions and provide info with RFP  Host a bidders’ conference and allow questions during session  Respond fully and quickly to reasonable inquiries (consider FOIA in determining what to answer)  Consider scheduled tours of existing facilities Boosting # of Responders Tip 5: Alignment  Questions align with priorities  Priorities align with eval criteria  Expectations (goals/measures) align with level of prescriptiveness/ autonomy Increased Performance Expectations Less Prescriptive Requirements RFP Bloopers & Blunders          Providing documents in pdf format only (forms, budgets, questions) Formula errors in budget documents Failing to include a cure period for minor errors Doing everything by snail mail Failing to provide a funding range Duplicative questions Contradictory information or questions Releasing Q&A last minute Unreasonably restricting competition thru too narrow parameters RFP Review & Award  Cure period for minor errors  Committee may ask questions for clarification  Oral Presentations  Expect a FOIA request – keep clear records of process and scoring  Notify responders of recommended awardee(s)  Provider debrief Transition  Negotiate final terms  Provide contract boilerplate early for legal review  Develop transition timeline  Connect new provider(s) with current staff quickly Transition Elements  Contract  Staff  Facilities  Technology  Procedures  Case file transfer  Notification to vendors & partners  Customer transition Prevent unnecessary service disruptions DO NOT STOP ENROLLMENTS before or during transition Managing Providers  Tight on what, loose on how  Approach as a partnership   Role Clarification Seek input before policies & procedures amended  Provide    TA & ongoing support Train on local policies & procedures System access Real-time reporting access Managing Providers  Establish communication plan  Facilitate connections with vendors and partners  Ensure clarity on priorities  Monitoring    Performance Quality Compliance  Flexibility QUESTIONS, COMMENTS, PERSONAL EXPERIENCES? Michael Vu, Director of Operations [email protected] Tim Foster, Director of Customer and Market Development [email protected]