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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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