Purchasing

RFP Process Flow

  1. Procurement department lead to meet with requesting department stakeholder(s) to:
    1. Determine the need/complete Needs Assessment Form: https://mat-mgt.mednet.ucla.edu/Purchasing/RFPNeedsAssessment/SubmissionForm.htm)
    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?
      • Intent to Participate (1-week from posting bid)
      • Questions/Clarifications (2-3 weeks from posting bid)
      • Questions/Clarifications responses posted (2-weeks from when received)
      • RFP Submissions due (4-weeks from posting bid)
      • Stakeholder Evaluation period (2-3 weeks after submissions received)
      • Demo presentations (TBD by RFP committee)
    5. When does the current contract expire, if there is one?
    6. Vendors in the marketplace
    7. Gather information to draft the RFP
      • Introduction
      • Explanation of needs the service is to provide
      • Requirements
      • Review of Tabs 2-8 (References, Mandatory Requirements, Functional Requirements, Implementation, Technology, Client Support, Pricing)
  2. Procurement department lead to schedule “kickoff meeting” with stakeholders/RFP committee to:
    1. Review draft RFP
    2. Review Tabs 2-8 (References, Mandatory Requirements, Functional Requirements, Implementation, Technology, Client Support, Pricing)
    3. Review timeline
  3. Procurement department lead to create folder in Box and invite stakeholders to review draft RFP and Tabs 2-8 and provide feedback or updates.
  4. After stakeholder review period, Procurement Department lead to schedule meeting with stakeholders for final review of RFP, Tabs 2-8 and to discuss next steps.
  5. Procurement department lead to work with Eric Anderson to obtain the next available RFP number.
  6. Procurement department lead to work with Data Coordinator to publish bid on Procurement & Strategic Sourcing website http://purchasing.uclahealth.org/bidding-on-jobs. Documents needed for posting bid:
    1. RFP
    2. Tabs 2-8
    3. Intent to Respond/Request for Clarifications
    4. Data Security Index
    5. UC Master Terms & Conditions or IT Contracting Template
    6. HIPAA BAA
    7. 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. http://purchasing.uclahealth.org/bidding-on-jobs
  11. By the Submission deadline specified in the RFP, Procurement department lead to upload all submissions to the Box folder and notify stakeholders that submissions are available to view. Create a separate folder for each vendor submission.
  12. Procurement department lead to schedule initial scoring meeting with stakeholders to review/discuss submissions and 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 get availability of stakeholders and notify selected vendors, based on initial score, of their invitation to participate in RFP demo process. Procurement department lead to select the date/time of demo based on stakeholders’ availability.
  15. When demos are complete, Procurement department lead to schedule scoring meeting with stakeholders to score each demo (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. https://mednet.uclahealth.org/purchasing/contracts/submit-vendor-quote/
  19. Procurement department lead to communicate with vendors regarding all timeline extensions/updates as necessary.