Selecting Vendors and RFP Drafting
Ken Jones has been working in the public and non-profit procurement field for 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. 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 and in 2019 again continues part-time. From 2014 through September of 2020 Ken worked part-time for the SUNY Center for International Development as a Procurement Specialist assisting primarily with their program in Kenya, Africa. 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.
One of the first steps in any procurement process is the creation of a bidders list or those vendors thought suitable and responsive to the commodity or services being procured. This program will help you solicit vendors for an RFP procurement. The RFP process itself will also be explored. The Request for Proposal process is often thought daunting and terrifying to the uninitiated who are assigned this procurement task. This program will provide you with the exposure and tools necessary to feel confident and able to draft, score, and award a Request for Proposal procurement.
Often Procurement Professionals are required to cast a wide net in reaching out to the vendor community. Participants will learn from an experienced professional who has completed many RFP’s and how vendors were selected and how the RFP process was taken from request to completion. The RFP process takes considerable knowledge to draft and develop the scoring matrix. During this program, attendees will learn how to avoid some of the common pitfalls that lead to a failed procurement or one rejected by an audit review.
- How to solicit and select qualified Vendors
1. How to create a vendor database
2. How to create a qualified vendor pool
3. How to cast a wide net
- How to ensure that the vendor stays compliant
1. Vendor Responsibility Reviews
2. Compliance Terms
3. Contract Management
- The RFP Process from drafting to awarding
1. Drafting the RFP & Scoring Matrix
2. Good Practices based on Examples
3. Making a Contract Award
- You will be able to define…. An RFP, Scoring Matrix, and RFI
- You will be able to describe… The Creation of a Qualified Vendor Pool
- You will be able to discuss… How to Qualify Vendors
- You will be able to explain… When should an RFP and RFI be used
- You will be able to identify… Possible ways to create a Vendor DataBase
- You will be able to review… the Scoring of an RFP
Course Level - Intermediate to Advanced
Who Should Attend
- Purchasing Agents
- Account Managers
- Internal Control Staff
- Contract Officers
- Accounting Professionals
Why Should You Attend
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 database 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.