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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