Attachment B: Managed Competition Checklist

Attachment B
Managed Competition Checklist
Phase I: Select Competition Candidates
Task A: Document Activities and Services
A-1 through A-2 Identify and document major activities and tasks
Determine if employee organization will be asked to participate.
Identify the major activities and tasks within the department and document
on the Data Compilation Worksheet (Attachment E)
Obtain DCAO approval
Task B: Evaluate Activities and Services
B-1 through B-5 Analyze activities and services
Involve employee organization for assistance and review
For all activities and services identified in Task A, complete Attachment 1
Obtain DCAO approval.
Task C: Determine Competition Candidates
For each of the functions/activities remaining after task B:
C-1 through C-2 Evaluate, document and determine functions/activities
Involve employee organization for assistance and review
Complete Attachment H
Determine candidate activities/programs
Obtain DCAO approval.
Task D: Conduct Pre-Competition Assessment
D-1 through D-5 Involve employee organization for assistance and review
D-1 Gather service volume data
D-2 Estimate service costs
D-3 Gather “best practices” and benchmark information
D-4 Review with potential vendors
D-5 Determine next steps
Department makes recommendation to compete, retain, or outsource service.
Person
Assigned
Date
Completed
Obtain DCAO approval
1

Phase II: Perform Competition
Task E: Prepare for Competition
E-1 through E-4 Determine if employee organization will be asked to participate.
E-1 Define roles and responsibilities
Appoint Competition Manager, Department Work Team and Team Leader.
E-2 Develop project management plan
Complete the Contract Business Plan Review (CBPR)
Obtain DCAO approval and Department Head review of CBPR forms.
E-3 Assess department proposal preparation needs
Person
Assigned
Date
Completed
E-4 Initiate reengineering
Task F: Prepare and Issue RFP/RFB
F-1 through F-6 Involve employee organization for assistance and review.
F-1 Develop statement of work
F-2 Develop draft RFP/RFB
Develop draft RFP/RFB consistent with County procurement guidelines.
Ensure RFP/RFB includes the SOW, solicitation schedule, proposal
instructions, process description, general terms and conditions, and any
necessary exhibits or attachments.
F-3 Conduct internal review
Circulate the draft RFP/RFB for internal review by the appropriate County
departments involved in the procurement.
Incorporate feedback into draft RFP/RFB.
Approval of RFP and Board Letter.
F-4 Obtain Board approval
Request authorization from the Board of Supervisors to issue the RFP and
award the contract if external vender is selected.
F-5 Conduct stakeholder review and finalize RFP/RFB
Issue a Request for qualifications (RFQ), if necessary.
Distribute draft RFP/RFB to stakeholder for feedback.
Update and finalize the RFP/RFB based on input received during the
stakeholder review.
Finalize RFP/RFB advertised and distributed consistent with County
guidelines and methods for issuing solicitation documents.
2

Person
Assigned
Date
Completed
F-6 Manage Procurement
Conduct pre-proposal conference
Respond to questions from potential vendors regarding RFP/RFB
Issue any necessary addendums or amendments to RFP/RFB
Task G: Prepare Department Proposal
G-1 through G-3 Involve employee organization for assistance and review.
G-1 Prepare department proposal
Prepare and submit cost proposal.
Prepare technical proposal.
G-2 Obtain Auditor and Controller approval
G-3 Submit department proposal
Submit approved cost proposal and supporting technical proposal to
Purchasing and Contracting, no later than the time required for receipt of
pricing from all offerors.
Task H: Evaluate Proposals and Select Provider
H-1 Establish Source Selection Committee (SSC)
SSC reviews departments technical proposal and provides feedback.
SSC reviews and provides recommendation to Source Selection Authority
(SSA) for most advantageous external vendor proposal.
H-2 Evaluate proposals and compare costs
Auditor and Controller cost comparison evaluation
H-3 CAO determination of economy and efficiency
H-4 Obtain approval and award
Obtain Board of Supervisors approval for final award (if this approval was
not obtained at Task F-3).
Negotiate and award
3

Phase III: Transition and Monitor
Task I: Develop Transition Plan
I-1 through I-3 Involve employee organization for assistance and review.
I-1 Prepare transition plan
I-2 Communicate plan
I-3 Implement transition plan
Task J: Monitor Performance
J-1 through J-3 Involve employee organization for assistance and review.
J-1 Monitor service/cost performance
J-2 Monitor customer satisfaction
Perform customer satisfaction survey at beginning of the contract.
Conduct (at a minimum semiannually) customer satisfaction survey to
monitor customer satisfaction.
Report results of survey to Department Head and DCAO.
J-3 Take corrective action when appropriate
Person
Assigned
Date
Completed
4