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 (e.g., 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 newspaper and 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