Attachment B: Managed Competition Checklist

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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
Page 1: Attachment B Managed Competition Ch

Attachment B: Managed Competition Checklist

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