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Responsibility During an RFP

 

What are the responsibilities of a voting member? A voting member is normally a stakeholder in the project. They have the right to vote during the evaluation of the formal solicitation. A voting member must participate in all committee meetings.

  1. What are the responsibilities of a non-voting member? A non-voting member may be a subject matter expert (SME) or a party with limited scope in the project. A non-voting member does not have the right to vote during the evaluation of the formal solicitation. A non-voting member does not need to be present for all committee meetings.

  2. What do content experts or SMEs do in an RFP? Content expert or SMEs provide business requirements or technical requirements to the committee chair. They may help write the scope of work directly or may help write questions that enable suppliers to showcase their expertise. 

  3. Who is the committee chair or chairperson of an RFP? Normally, the committee chair would be the product owner of the software, or technology product/service. The committee chair is responsible for overseeing and managing the RFP. They establish the stakeholders, the timeline, the background and intent of the RFP. The committee chair will enlist resources to create the scope of work and business requirements for the suppliers to bid. Additionally, the committee chair is responsible for the evaluation of the suppliers, including the planning, coordinating and conducting of all voting committee meetings. The committee chair (and UTO leadership) will be responsible for signing the final Evaluation Summary Form that has the potential of being released to the public.