Table of Contents

This entire text has been revised and expanded to more than 600 pages.

The number of citations of exemplary documents, guides, web pages, laws, and checklists has been expanded from 80 to 140.

We have added two new chapters and included new discussions of 20 important issues.

Chapter One
A WORLDWIDE VIEW OF PUBLIC PROCUREMENT

This is a new chapter which discusses fair, open and transparent as the worldwide standard for public procurement and efforts to curb corruption.

Public Procurement is a Big Deal 2
The Goals of Key Worldwide Stakeholders 3
Efforts to Reduce Corruption 8

Chapter Two
PUBLIC PROCUREMENT – THE LAW

This is a new chapter written by Denis Chamberland, a lawyer specializing in public procurement.

United States – Federal 17
United States – State and Local Governments 26
Canada 35

Chapter Three
FUNDAMENTAL ISSUES

What is an RFP? 54
When is an RFP used? 56
Deciding When to Use an RFP 57
When NOT to use an RFP? 59
Advantages and Disadvantages 65
Other Procurement Options 70

Chapter Four
IMPLEMENTING AN EFFECTIVE RFP POLICY

We have added discussions based on information from two additional sources: NIGP, and Queensland (Australia).

Different Approaches to Policy Development 76
Implementing Policy 83
Example #1: National Institute of Governmental Purchasing 84
Example #2: Queensland (Australia) 85
Example #3: St. Johns River Water Management District (FL) 88
Example #4: Yukon Government (Canada) 91
Example #5: State of Alaska 98

Chapter Five
THE RFP PROCESS

This Chapter contains new discussions on the following topics:

  • use of draft RFPs
  • testing the evaluation procedure prior to issuing the RFP
  • demanding Risk Management information in your RFP
  • triggers to attract your auditor
  • the use of a Fairness Officer in high-risk, high-value RFPs.

 

Planning the Process 123
Designing Your RFP Process 128
Typical Timing 159
Changing the RFP Process 166
Examples of the RFP Process 168

Chapter Six
THE RFP DOCUMENT

This Chapter contains new, discussions of the following significant issues:

  • Developing a Statement of Work
  • An Exemplary RFP from Wisconsin
  • Using Risk as an Evaluation Factor

 

Part One – The Basics  
The Statement of Work 183
How Much Information? 192
What Goes into an RFP Document? 193
The Anatomy of Three Excellent RFP Documents 196
   
Part Two – Getting it Right  
Problem-Solving Features of RFP Documents 218
Using Risk as an Evaluation Feature 225
Guidelines & Templates 232

Chapter Seven
EXEMPLARY RFP MANUALS

We have added an extensive discussion of the documentation developed by North Carolina.

Learning from the Mistakes and Experience of Others 254
New Mexico 255
New Mexico 255
New York 263
Federal Transit Authority 267
Massachusetts 274
Montana 281
North Carolina 285

Chapter Eight
DEALING WITH SUPPLIERS
(Until the Competition Closes)

Inviting Suppliers to Compete 295
From Release to Closing 304
Some Important Numbers 309
When can a Contract be Awarded without an RFP? 310
A Test for Transparency and Fairness 316

Chapter Nine
ORGANISING THE EVALUATION PROCESS

The Need for an Evaluation Process 323
An Explanation of ‘Best Value’ 328
The Methodology Used 332
The Evaluation Committee 334
Examples of Actual Evaluation Procedures 349

Chapter Ten
SAFEGUARDING THE EVALUATION PROCESS

We have added a 15-page narrative of an actual evaluation procedure.

When Bad Things Happen to Good Evaluations 372
A Trail of Great Documents Intimidates their Lawyers 375
Tools to Help the Evaluators Keep on Track 380
An Actual Evaluation: Step by Step 393

Chapter Eleven
THE BUILDING BLOCKS OF THE EVALUATION PROCESS

We have added discussion of two major issues:

  • Adopting a Non-Numerical Evaluation of Cost
  • Using Past Performance Data

 

Establishing Compliance 418
Scoring the Proposals 423
Using Risk as an Evaluation Factor 440
Imposing Upset Levels 446
Evaluating the Cost 447
Adopting a Non-Numerical Evaluation of Cost 455
Developing a Short List 461
Communicating with Proponents 462
Negotiating the Contract 468
Requesting Best and Final Offers 492
Checking References & Past Performance 498

Chapter Twelve
ENDING THE PROCESS

Confirming the Winner 520
Finalizing the Contract 527
Releasing the Results 546
Dealing with the Losers 549
Completing the RFP File 557

Chapter Thirteen
SUPPLIER COMPLAINTS AND PROTESTS

We have added two new topics:

  • A Framework for Handling Complaints
  • Grounds for Relief

 

A Framework for Handling Complaints 566
How to Discourage Supplier Protests 571
Providing an Effective Dispute Resolution Mechanism 576
Grounds for Relief 581
Examples of Policies and Procedures 582

 

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