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General RFP Questions

 

  1. Who can I turn to in the Procurement Department if I need help getting started with a UTO RFP? There is an Information Technology team within Corporate Procurement. That team aids in purchasing products and services that include computers, printers, software, hardware, database management, data and telecommunication, audio/visual, broadcasting, electronics, security equipment, other technical items, and other IT-related consulting services for the University. They can be reached at 480-965-2160.
  2. How long do RFPs take on average? RFPs timelines vary greatly. A complex project that involves many subject matter experts or many stakeholders may take 6 months. The most important critical piece in the timeline is having your scope of work and business requirements outlined properly. Having an organized committee chair and/or project manager will also help the process. Click the   for a realistic timeline of how long it will take to complete a UTO RFP.
  3. In an RFP, what is considered public record? Anything that a committee member puts into writing can be considered a public record. This includes emails, Slack channels, or onsite interview notes can all be a matter of public record.
  4. What should the committee members say to respondents regarding status updates? Committee members should direct all questions back to the buyer of the RFP during the RFP or Evaluation process.
  5. Are there different types of members on a committee? Yes, there are several different types of committee members: Voting members, non-voting members, content experts, aka SMEs, chairperson or committee chair, etc. See responsibility section for more details on roles.
  6. How many committee meetings are we supposed to have? The voting committee must meet a minimum of two times during the evaluation period.
  7. If I participate in an RFP as a stakeholder do I need to sign a non-disclosure agreement (NDA)? Yes, every steering committee member must sign a non-disclosure agreement. Please contact Procurement for non-disclosure agreements for RFPs.
  8. If I participate in an RFP as a stakeholder do I need to sign a conflict of interest form? Yes, every steering committee member must declare a conflict of interest. It is a State law. No blood relationships, marriages or interests where the party will benefit. Please contact Procurement for conflict of interest forms.
  9. Is it true that a committee member will be limiting their employment opportunities if they participate in an RFP? For a one (1) year period after the RFP, a committee member will be limiting their employment opportunities with only those particular suppliers participating in the sourcing event.
  10. Can we award new business to an existing supplier participating in an RFP? If an existing supplier is participating in the RFP, the supplier may not expand its scope. Purchases for business, as usual, are fine.
  11. How is a supplier evaluated? Grading must be based solely on the evaluation criteria within the RFP. The evaluation can be more granular but, everything must roll up to the 4 to 5 criteria listed in the RFP.
  12. Does a respondent have the right to protest? Yes, non-winners have a right to protest up to 10 days after the intent to award is made.
  13. What is an intent to award? An intent to award is a memorandum given to the winner(s) of the RFP. This memo will start the 10-day protest period.
  14. What is an intent to negotiate? An intent to negotiate is used when you want to negotiate price or contract terms with more than one supplier. The intent to negotiate does not start the protest period. Only an intent to award will start the 10-day protest period.
  15. Why do we want to avoid a protest? A protest could require a complete redo of the sourcing event. It will involve a court hearing and could result in potential lost profits if the verdict is upheld.