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Home > Technical Writings > Digital Talking Books, Planning for the Future > Appendix II - Overview of Contracting

NLS Technical Writings

Digital Talking Books, Planning for the Future

July 1998

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Appendix II: The Contracting Process

• Plan
• Statement of Work
• Purchase Request
• Commerce Business Daily Synopsis
• Solicitation (RFP)
• Technical Evaluation (if any)
• Price/Cost Analysis
• Negotiations (if any)
• Award
• Contract Administration
• Modifications
• Completion OR Termination (convenience or default)

Request for Proposals Development

1. Conduct initial research on the contracting needs and requirements of the agency.
2. Designate the principal writer or establish a writing team for the Statement of Work.
3. Write the scope of work to be covered by the contract; review budgets and costs.
4. Obtain and complete the applicable clearance forms and documents for the new contract.
5. Identify the type of contract most suitable for the agency's needs and requirements.
6. Establish internal panels and procedures for reviewing the Statement of Work.
7. Develop a plan for evaluating the proposals received; establish a proposal evaluation panel.
8. Formulate criteria for evaluating the technical proposals received.
9. Develop a list of qualified vendors or offerors to whom the RFP should be distributed.
10. Prepare a detailed outline for each major section of the Statement of Work.
11. Write a draft version of the entire Statement of Work.
12. Present the draft version of the work statement for internal agency reviews.
13. Write the final version of the Statement of Work, incorporating reviewers' recommendations.
14. Announce the availability of the RFP via a synopsis in Commerce Business Daily.
15. Distribute the RFP to organizations on the "source list" and to others requesting a copy.
16. Set up a "reading room" (background documents); convene a preproposal, "bidders" conference.
17. Deadline for submitting proposals; begin the evaluation of technical proposals.
18. Schedule oral presentations by offerors; begin technical negotiations.
19. Award the contract.
20. Begin monitoring the contractual project.

Credit: RFP Planners Guide, RFP, Inc.

Key Technical Components of Requests for Proposals

1. Table of Contents. Reveals how the technical content of the RFP is organized.
2. Background Statement. Describes the evolution of, and rationale for, the agency's requirements and needs.
3. Scope of Work. Delimits the types of work and services covered by the RFP.
4. Description of Tasks. Explains what the contractor will be required to do.
5. Deliverable Items. Describes or defines the items to be provided by the contractor.
6. Delivery/Completion Schedule. Sets dates for the completion of tasks or the delivery of items.
7. Performance Criteria. Refers to or defines the criteria for inspecting, testing, accepting, rejecting, etc. the contractor's work.
8. Contract Monitoring. Presents the means to be used to monitor the progress and quality of the work.
9. Personnel Requirements. Specifies the qualifications and types of skills required for the work; estimates levels of effort.
10. Government-Furnished Assistance. Identifies the property, services, equipment, facilities, etc. to be made available to the contractor.
11. Attachments and Appendixes. Provides supporting documentation that helps offerors understand the government's requirements and needs.
12. Evaluation Criteria. Presents the factors and criteria for evaluating the merits of proposals submitted by offerors.

Credit: RFP Planner's Guide, RFP, Inc.

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bibliography  appendix i: details in implementation  appendix ii: overview of contracting approach

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Posted on 2006-05-30