Understanding procurement timeframes and requirements will avoid unnecessary risks and delays when initiating competitive procurement events. Anticipate a minimal 3 months to conduct a formal competitive process (RFx) dependent on the complexity of the deliverables.
Design planning includes collaboration between client and Procurement that goes beyond “what need to buy”. Defining a strong statement of work that aligns with pricing structure and evaluation considerations are important considerations. A formal competitive process includes:
Identify the Procurement Need
- Review with Procurement Services the deliverables and sourcing process
Document Drafting - 2-4 Weeks
- Procurement will provide a worksheet for completion to assist in RFx build
- Various stakeholders may need to define the deliverables
- Discovery meetings as required to finalize RFx build
Posting - 1 Month
- RFx document will be posted on an electronic bidding platform (MERX/Bonfire)
- RFx posted for an appropriate number of days per regulatory requirements (minimal 25 calendar days)
- Procurements exceeding $121,200 must be publicly posted
RFX Evaluation - 2-4 Weeks
- At RFx close, Procurement reviews submissions for compliancy and initiates rectifications when applicable
- Evaluations completed electronically on Bonfire tool
- Evaluators must satisfy a Conflict of Interest/Non-Disclosure declaration
- Compliant submissions only are released to evaluation team to score
- Highest scoring submission, based on identified RFx evaluation criteria, is selected
Award - 2 - 4 Weeks
- Based on successful negotiations and appropriate internal approvals, contract is prepared and executed
- Requisition prepared to initiate a Purchase Order
- Award notice publicly posted on electronic bid platform
Debrief
- Bidders may request a formal debrief following award advisement
- Debriefs are led by the Procurement Bid Administrator