RFP Process Overview - YouTube

Welcome to the Department for the Aging's training module on the RFP process. This

module is part of the Department's training series on preparation of

competitive RFPs. City procurements are processed in accordance with the

procedures set forth in Chapter 13 of the New York City Charter and in

accordance with New York City's Procurement Policy Board Rules (PPB rules).

DFTA strives to ensure that all procurements are completed in a timely manner.

We'll be discussing the four phases to the RFP process which are the Planning Phase, the

Concept Paper phase, the RFP phase and the last part of the process, which

involves Evaluation, Selection and Registration.

The very first step to planning a Request for Proposal (RFP) is identifying a

programmatic need. A need could be defined as a gap within DFTA's

current portfolio of services that warrants a new program or an identified

area within an existing program where services are lacking. Once DFTA

identifies a need, the Planning, Research, Evaluation and Training (PRET)

division will begin researching how best to close the gap in services. Often, PRET

will work with the program area to refine the vision for an upcoming

solicitation. To accomplish this, PRET can conduct: market research, stakeholder

engagement sessions ,focus groups, surveys, and/or interviews of industry leaders.

This affords DFTA the opportunity to include those within the industry during

the creation of a concept paper which will result in a better-rounded program.

The RFP process normally begins with a concept paper.

However, concept papers are only required if the program is new to the Department

for the Aging (DFTA) or if the program has substantially changed since the last

competitive solicitation. The purpose of a concept paper is for DFTA to share

our future vision and goals for a particular program with the wider

community. A concept paper outlines the basic requirements of the upcoming RFP

and should include but is not limited to: the purpose of the RFP; proposed term of

the contracts; planned method for evaluating proposals; procurement

timeline; funding information; program information, including but not limited to,

as applicable: proposed models, site information, service hours, participant/

populations being serviced, and participant minimums or maximums.

Prior to the release of a concept paper DFTA places an advertisement announcing

the concept paper for five consecutive days in the City Record. The concept

paper will then be publicly posted on DFTA's website for no less than 45

calendar days. During this time, the public is invited to make comments on

the content within the concept paper. After the posting period is completed,

DFTA will compile and read through all comments received for possible

incorporation into the RFP. This entire process ensures transparency and the

inclusion of the public in government procurement processes. Reading and

responding to the concept paper with comments and questions may help avoid

unforeseen problems once the RFP is released.

After a thorough review process by DFTA and the Mayor's Office of Contract

Services (MOCS), Human Client Services RFPs are released through HHS accelerator.

Currently, to submit a proposal for any Human Client Service RFP, a potential

provider must be prequalified in Accelerator. For more information on the

prequalification process, please contact MOCs at [email protected] or

visit their website.

Most RFPs include a proposers conference. DFTA strongly encourages all potential

proposers to attend this conference. At the conference potential providers are

able to directly ask questions related to the RFP and the Structured Proposal

Form (SPF). In addition, the Mayor's Office of Contract Services (MOCS) attends the conference

and will be available to answer questions on HHS Accelerator. After the

conference is completed, DFTA will issue an addendum to the RFP chronicling

who was in attendance and any subsequent changes to the RFP. Once proposals are

submitted, they will be reviewed to determine whether they are responsive or

non-responsive per the requirements of the RFP. Proposals that are determined by

DFTA to be non-responsive will be disqualified.

An evaluation committee will then be assigned to review all responsive

proposers, and awards will be made in accordance with the Contract Award

Section of the RFP. Once selections have been made DFTA will notify all

awarded vendors, and budget negotiations can begin. The Office of Procurement will

then begin the process of registering contracts. This process includes a public

hearing where the award will be publicly announced in the City Record, a

determination of responsibility where DFTA determines that the winning

providers are responsible vendors, and a final approval from MOCS. After all of

these steps are completed, DFTA will then move to register the contracts with

the Office of the Comptroller. The Comptroller's office has 30 days to

register a contract. Once registration is completed, the vendor can begin

submitting invoices to the City.

This concludes the RFP Process: Overview of Competitive RFPs section of this

training series. We hope it will be a useful tool for you as you pursue RFP

submissions to the Department for the Aging. Thank you!