Know Your Customer – Maryland Daily Record
You increase your chances of success when you understand how your customer buys things. The procurement process for the State of Maryland is governed by statutes and enforced by regulations and policies. The Maryland Procurement Manual is available online for public viewing on the eMaryland Marketplace Advantage website (https://procurement.maryland.gov/maryland-procurement-manual-1-introduction-and-general-overview/).
Here is an overview of the RFP (RFP) and RFP process.
THE PLANNING PHASE
1. Need for identification
Identify the goods or services to buy.
Find and answer questions such as:
- Are there any exemptions?
- Is a request for information (RFI) necessary?
- What does market research show for cost estimates, potential resources, latest innovations, etc. ?
- What type of contract will be used?
Determine the best method to obtain the goods or services identified.
Find and answer the following questions:
- Are state resources available?
- Are there state contracts?
- Are preferred suppliers available?
- Are there any certified small businesses?
Obtaining fund certification.
Address the delegated purchasing power.
Select the procurement method.
Plan the solicitation
- Establish timelines
- Select the team
3. Preparation of the call for tenders – Write the call for tenders.
- Create the scope of work or statement of requirements
- Identify qualifications and minimum requirements
- Use contract execution tools
- Determine if third-party consultants are needed
- Establish socio-economic goals
- Finalize documents for internal and external administrative review and approval
THE PURCHASE PHASE
- Public announcement and notice (posted on eMaryland Marketplace Advantage, eMMA, if valued over $ 15,000)
- Pre-offer / proposal conference
- Communication between the purchasing manager and suppliers
- Amendments to the Solicitation
- Receipt of responses from suppliers – offers or proposals.
2. Review / Assessment Process – Openness of Supplier Responses
- Opening of public offers for IFBs
- Carry out initial reviews of bids / proposals
- Technical proposal evaluations for RFPs, including treatments, offerors discussions and final rankings
- Opening of financial proposals for tenders, including optimal and final requests for tenders (BAFO)
- Final evaluations for tenders – determine the best value; Most advantageous proposition
- Perform the final exam for IFBs – determine the lowest compliant offer
- Award recommendation – finalize the selected supplier (s)
- Debriefings of unsuccessful bidders for calls for tenders (on request)
3. Award process
- Final approvals – Internal agency approvals; Approvals from the controlling agency; Public Works Council (BPW) Approvals (typically contracts over $ 200,000 require BPW approval)
- Execution of the contract
- Publication of contract award on eMaryland Marketplace Advantage, eMMA (excluding small supply contracts of $ 50,000 or less)
THE PERFORMANCE PHASE
- Host a kick-off meeting.
- Monitor the execution of the contract.
- Payment for goods and services accepted.
- Identify contract renewal options and modifications (if necessary).
- Identify the replenishment schedule (if necessary).
- Close the contract; interim entrepreneur (if necessary).
Broaden the opportunities
This article is featured in the 2021 edition of The Daily Record’s Expanding Opportunities Resource Guide for Small Businesses, Minorities and Women. Published in conjunction with the Governor’s Office for Small Business, Minority and Women’s Affairs, Expanding Opportunities explores diversity, entrepreneurship and innovation in the Maryland small business community. Learn more about Expanding Opportunities on this website or read the digital edition.