EVENT DATE

August 25, 2020

Duration

90 min

PRESENTED BY

Ken Jones


Selecting Vendors: An Introduction to RFP’s
Trending 08/25/2020

The Requests for Proposal (RFP) is a great tool for buyers to find the best products and services at competitive prices. But if the potential provider/supplier misunderstands the parameters of your RFP, the proposal will most likely come back with solutions that don’t meet your objectives. All too often, buyers fail to create a good RFP by providing the supplier with the necessary information to submit a comprehensive offer. This may not only prevent buyers like you from getting the best solution and pricing package, but also lead to contractual problems later due to the RFP’s vagueness.

Many Procurement Professionals and those involved in a Request for Proposal (RFP) process can use additional guidance in creating a qualified vendor pool and to create and score an RFP. This webinar by procurement expert Kenneth M Jones, will cover creating a vendor data base and creating a qualified vendor pool for an RFP. In addition, the program will cover ways to get better qualified vendors using an RFI and vendor responsibility review processes. Samples of RFP terms, technical scoring and cost evaluation will be covered as well. Attendees who complete the program will leave with tools they can use the next time they are faced with creating a qualified vendor pool for an RFP.

During the webinar, Kenneth will discuss, how to solicit and select qualified Vendors, covers tools and documents that you can use to cast a wide net and also verify that the vendors are going to be qualified to meet your requirements. Attendees will see examples of vendor responsibility reviews and qualification statements. In addition to soliciting information from vendors to ensure they are responsible attendees will learn about steps they must take to ensure the responsibility review is thorough and is done in a way to protect their company or organization. Also, there will be tips in increasing the number of valid responses from the vendor community to your solicitations. 

In addition, Kenneth will also discuss how to ensure that the vendor stays compliant to assist purchasing officers and contract managers in monitoring vendor performance. In addition to the formal responsibility review there will be necessary follow ups to ensure compliance. Penalty clauses and various examples of terms to use to consistently evaluate vendor performance will be covered.
 


Webinar Objectives

Many Procurement Professionals and those involved in a Request for Proposal (RFP) process can use additional guidance in creating a qualified vendor pool and to create and score an RFP. This program will cover creating a vendor data base and creating a qualified vendor pool for an RFP. In addition the program will cover ways to get better qualified vendors using an RFI and vendor responsibility review processes.  Samples of RFP terms, technical scoring and cost evaluation will be covered as well. Attendees who complete the program will leave with tools they can use the next time they are faced with creating a qualified vendor pool for an RFP


Webinar Agenda

  • How to solicit and select qualified Vendors
     o How to create a vendor data base
     o How to create a qualified vendor pool
     o How to cast a wide net
  • How to ensure that the vendor stays compliant
     o Vendor Responsibility Reviews
     o Compliance Terms
     o Contract Management
  • The RFP Process from drafting to awarding
     o Drafting the RFP & Scoring Matrix
     o Good Practices based on Examples
     o Making a Contract Award

     

Webinar Highlights

  • How to determine when an RFP is the best method
  • How to use and draft an RFI (request for Information)
  • What standard clause should be included in an RFP
  • How and when to draft a scoring matrix
  • How to draft a questionnaire for scoring references
  • How to make multiple awards from one RFP
  • Drafting the award and rejection letters
  • Debriefing losers and engaging the winner
  • How to avoid common pitfalls

Who should Attend

  • Purchasing Agents
  • Account Managers
  • Contract Officers
  • Buyers
  • Procurement Officers
  • Administrators, Counsel

Speaker

Webinar Planet Speaker Kenneth Jones

Kenneth Jones

Ken Jones has been working in the public and non-profit procurement field for over 30 years. He worked for the New York State Office of Taxation and Finance as a Purchasing Assistant from 1985-87 and left there to work for the University at Albany, SUNY where he served as a Purchasing Agent and in 1999 was the Assistant Director supervising and providing training for the Office of Purchasing and Contracts. This included proving training for both State procurement and The Research Foundation for SUNY procurement rules and regulations. His previous purchasing experience included procuring commodities, services and construction for the departments on campus including the Student Health Center and Athletic Training Departments. A past Director of the SUNY Purchasing Association, Ken retired from the position of Assistant Director in January of 2014. However he was requested to continue to assist the office through the end of 2014. Currently Ken works part time for the SUNY Center for International Development as a Procurement Specialist assisting primarily with their program in Kenya, Africa. Ken recently was hired part time to review procurements for the University at Albany, SUNY Office of State Purchasing. Ken has trained many University staff on procurement rules and regulations. He established online ordering processes with vendors ranging from Office supplies to Lab chemicals and continues to provide training in his current position to procurement staff in Nairobi, Kenya. Ken has presented on various procurement topics both in person and on the Web.