Purchasing

RFP Process Flow

  1. Requesting department to submit a Needs Assessment for Possible Bid Form
  2. Procurement department lead to follow-up with requesting department to:
    1. Determine the need
    2. Who are the internal department stakeholders for RFP committee
    3. Who are the external department stakeholders for RFP committee (i.e. ISS)
    4. What is the timeline?
  3. Procurement department lead to schedule “kickoff meeting” with stakeholders/RFP committee to:
    1. Discuss the RFP documents needed
      1. RFP Introduction
      2. RFP Requirements Tabs
        1. Mandatory Requirements
        2. Functional Requirements
        3. ImplementationTechnology
        4. Client Support
        5. Pricing
    2. Review RFP Project Plan and Timeline
  4. After stakeholder(s) review/update RFP Introduction and Requirements Tabs, Procurement Department lead to follow-up with stakeholders for final review and to discuss next steps
  5. Procurement department lead to work with Procurement team to issue RFP number
  6. Procurement department lead to work with Data Coordinator to publish bid on Procurement & Strategic Sourcing website.  Documents needed for posting bid:
    1. RFP Introduction
    2. RFP Requirements Tabs 2-8
    3. Intent to Respond
    4. Request for Clarifications
    5. UC Data Security Index
    6. UC Master Terms & Conditions or IT Contracting Template
    7. HIPAA BAA
    8. UCLA BIF Form
  7. Procurement department lead to notify stakeholders when bid is published
  8. By the Intent to Bid deadline stated in RFP, Procurement department lead to notify stakeholders via email of which vendors intend to submit a bid for the RFP
  9. By the Clarifications/Questions deadline stated in RFP, Procurement department lead to send stakeholders list of clarifications for response
  10. By the Response to Clarifications/Questions deadline stated in the RFP, Procurement department lead to post clarification responses received from stakeholders by emailing Data Coordinator who will post them on the Procurement & Strategic Sourcing website
  11. By the Submission deadline specified in the RFP, Procurement department lead to upload all submissions to a Box folder and notify stakeholders that submissions are available to view.  Create a separate folder for each vendor submission
  12. Procurement department lead to follow-up with stakeholders to discuss the initial scoring after review of submissions to determine which vendors will move on to the demo phase of RFP process
    1. Scoring Tool available (Excel file)
    2. All voting stakeholders are required to sign a Conflicts of Interest Disclosure Statement (Word document)
  13. When initial scoring determined, Procurement department lead to email the Scoring Tool to stakeholders for review/confirmation
  14. Procurement department lead to notify selected vendors, based on initial score, of their invitation to participate in RFP demo process.
  15. When demos are complete, Procurement department lead to follow-up with stakeholders to discuss scoring the demos (Scoring Tool available in Excel).
  16. When demo scoring determined, Procurement department lead to email final Scoring Tool to stakeholders for review/confirmation
  17. Based on overall score, determine top vendor(s)
  18. Procurement department lead to involve Contracts Analyst to begin the pre-award contracting & Statement of Work (SOW) process
  19. Procurement department lead to communicate with vendors regarding all timeline extensions/updates as necessary