Chapter 24 - Requests for Proposals and Competitive Negotiations

Appendix F: VITA SCM RFP Timeline Template (Provided as an example)

(Name of Project)

Deliverables	Owner	Start Date	Projected Completion Date	Status	Comments
Requirements Definition Phase
Conduct Client Interview
Draft statement of need/scope. Obtain agreement from business owner, and copies of any VITA project management, VITA governance, CIO and/or federal approval documents for the procurement file.
Make small business set-aside determination and remove barriers and obstacles to encourage participation
RFP approval letter and SCM justification for RFP, as applicable
Contact Customer Account Manager
Develop Procurement Timeline
Assemble Evaluation Team
Document Functional Requirements
Document Technical Requirements
Add or use template to include all general, statutory, special, IT specific (i.e., Cloud, escrow, warranties, IT specific insurance, IT Accessibility, etc.) terms and conditions
Develop Evaluation Criteria - Scoring Weights
Complete Request For Proposal (RFP) Draft
Obtain Required Reviews/Approvals (CIO, ECOS, OAG, other)
Complete RFP Final Package
Negotiation Phase
Contact SCM SWAM Outreach person
Release RFP to Supply Base
Advertise in eVA
Conduct Pre-Proposal Conference
Submit Addendums as Appropriate
Receive and Distribute Proposals
Facilitate Evaluation of Proposals
Determine Short List of Suppliers
Conduct Short List In-Depth Evaluation
Negotiate with Top Suppliers
Complete Contract Negotiations
Confirm Supplier Compliance with all Statutory award requirements
Execution Phase
Conduct Legal, CIO, ECOS OAG Contract Reviews and obtain any required approvals and place copies in procurement file
Sign and Award Contract
Post Notice of Contract Award
Conduct Contract Orientation Meeting

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