Selecting Vendors and RFP Drafting

On Demand Webinar

Webinar Details $219

  • Rated:
  • Webinar Length: 100 Minutes
  • Guest Speaker:   Kenneth Jones
  • Topic:   Purchasing
  • Credit:   ATAPU 1.5
All Access Membership

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 data base 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.

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 Data Base

You will be able to review… the Scoring of an RFP

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.

  1. Introduction
  2. Topics To Be Covered 00:01:57
  3. Definitions 00:02:15
  4. Request For Information (RFI) 00:11:12
  5. Response Information 00:12:42
  6. Create Vendor Database 00:13:11
  7. Sample - Notice Of Intent To Bid 00:17:05
  8. Intent To Bid 00:19:25
  9. Vendor Responsibility 00:22:19
  10. Integrity - Contract Award 00:24:04
  11. Additional Vendor Responsibility Checks 00:25:03
  12. Vendor Responsibility Verification 00:28:10
  13. Casting A Wide Net 00:31:00
  14. Selecting Vendors 00:32:31
  15. Sample Request For Qualifications 00:34:38
  16. Vendor Reliability 00:35:49
  17. Assist Vendors In Determining Their Suitability For The Award 00:37:09
  18. Vendor Reliability Subcontracting 00:40:28
  19. Vendor Reliability Assignment 00:43:06
  20. Termination Clauses 00:44:09
  21. Termination Clauses Cont’d 00:45:45
  22. Termination Clauses Cont’d 00:46:48
  23. Request For Proposal Workshop 00:49:19
  24. Request For Proposal  - Best Value 00:49:35
  25. Drafting An RFP 00:53:13
  26. RFP Table Of Contents Sample 00:56:43
  27. RFP Table Of Contents Sample Cont’d 00:58:07
  28. Drafting RFP’s (Cont’d) 01:00:59
  29. Drafting RFP’s (Cont’d) 01:02:49
  30. RFP - Evaluation Process 01:06:53
  31. RFP - Evaluation Process (Cont’d) 01:10:00
  32. RFP - Evaluation Process (Cont’d) 01:13:50
  33. Request For Proposal (RFP) 01:16:24
  34. Instructions To Technical Evaluation Committee 01:17:51
  35. Example Weighted Criteria Listed In The RFP Document 01:18:41
  36. Identify Mandatory Pass/Fail Sections 01:19:45
  37. Response Instructions 01:20:55
  38. Mandatory Check List Sample 01:21:20
  39. Sample Evaluation Language For Your RFP 01:22:31
  40. Phase I 01:22:47
  41. Phase II 01:22:54
  42. Phase III 01:23:00
  43. Recommended Cost Formula 01:23:59
  44. References 01:24:24
  45. Collection RFP Evaluation Scoring Criteria 01:24:57
  46. Collection Procedures And Example Correspondence: 20% 01:26:22
  47. RFP For Collection Agencies Questions For Contractor’s References 01:28:11
  48. Number Of Year’s Experience In Company Based Collection Services: 15% 01:28:50
  49. References - 15% 01:29:53
  50. Documented Experience Collecting For Multiple Similar Organizations: 10% 01:30:07
  51. Financial Stability 01:30:57
  52. Z-Score: 5% 01:31:39
  53. Final Rating Sheet 01:32:28
  54. Summary Of Evaluation Team 01:32:39
  55. Time Line - Request For Proposals 01:34:13
  56. Pitfalls 01:34:40
  57. Presentation Closing 01:39:58
  • Bid 00:02:36, 00:02:44, 00:03:13, 00:04:36, 00:07:40, 00:17:12, 01:14:12
  • Commodity 00:14:10
  • Contract 00:15:07, 00:33:25, 00:46:12, 01:14:03
  • Contractor 00:33:20, 00:35:56, 00:37:05, 00:40:49
  • Cost 00:04:19, 00:04:20, 00:08:49, 00:08:51, 00:09:00, 01:23:05
  • Procurement 00:09:02, 00:12:19, 00:13:10, 00:13:17, 00:15:06, 00:45:16, 00:55:23
  • Request For Information (RFI) 00:05:43, 00:05:46, 00:06:27, 00:11:17
  • Request for Proposal (RFP) 00:02:25, 00:02:43, 00:04:13, 00:49:19, 00:52:33, 01:08:41, 01:13:58, 01:16:24, 01:22:36, 01:30:13
  • Scope Of Work (SOW) 00:42:06
  • Scoring Matrix 00:08:57, 00:52:23, 01:19:22, 01:26:39
  • Subcontractor 00:40:43, 00:41:20, 00:44:01
  • Vendor 00:02:03, 00:02:07, 00:02:55, 00:09:15, 00:13:23, 00:14:53, 00:33:33, 00:45:57, 00:53:37, 01:05:09, 01:12:09, 01:21:01, 01:32:35
  • Vendor Database 00:13:12, 00:15:44,  00:15:58
  • Z-Score 01:31:57

Bid: A bid is an offer made by an investor, trader, or dealer in an effort to buy an asset or to compete for a contract.

Commodity: A basic good used in commerce that is interchangeable with other goods of the same type.

Contract: A written or spoken agreement, especially one concerning employment, sales, or tenancy, that is intended to be enforceable by law.

Contractor: A person or company that undertakes a contract to provide materials or labor to perform a service or do a job.

Procurement: Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process. Procurement is used to ensure the buyer receives goods, services, or works at the best possible price when aspects such as quality, quantity, time, and location are compared.

Request For Information (RFI): A request for information is a common business process whose purpose is to collect written information about the capabilities of various suppliers. Normally it follows a format that can be used for comparative purposes. An RFI is primarily used to gather information to help make a decision on what steps to take next.

Request for Proposal (RFP): A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

Scope of Work (SOW): The Scope of Work (SOW) is the area in an agreement where the work to be performed is described. The SOW should contain any milestones, reports, deliverables, and end products that are expected to be provided by the performing party. The SOW should also contain a time line for all deliverables.

Scoring Matrix: A tool that helps you evaluate multiple options based on a set of criteria.

Subcontractor: The process by which these various specialist trades are brought into a project.

Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.

Vendor Database: The Vendor database stores information about your vendors. Because the system is fully integrated, the information you enter in the Vendor database is automatically supplied to other parts of the system.

Z-Score: The Z-score formula for predicting bankruptcy was published in 1968 by Edward I. Altman, who was, at the time, an Assistant Professor of Finance at New York University. The formula may be used to predict the probability that a firm will go into bankruptcy within two years.


Guest Speaker

  • Kenneth Jones

ATAPU Credit

Aurora Training Advantage is offering continuing education points designed to recognize dedication to training and excellence in purchasing.