Requests for Information
Explore the process of Requests for Information (RFI), a valuable planning tool that may lead to Request for Proposals (RFP). Learn about the benefits, legal considerations, and components of an RFI template, as well as pros and cons of proper RFI use.
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Presentation Transcript
Requests for Information Stephen M. LeGendre Assistant Attorney General Maryland Department of Health 410-767-1858 Stephen.legendre@Maryland.gov
Requests for Information (RFI) Optional planning tool May lead to Request for Proposals (RFP) Information Gathering Offeror interest and capabilities Industry standards, best practices, performance measures Innovation Licensing/pricing models (but not pricing) Other 2
RFI may not not be used to: Procure goods or services (not a procurement) Favor or disfavor offerors on a future RFP Obtain pricing for a future RFP Continue an existing sole source or justify a new sole source Justify the exercise of an existing option 3
Pros of proper use of an RFI A better RFP Increased competition A better project Focused services Improved pricing 4
Cons of misuse of an RFI Taints the subsequent RFP Wastes offeror and State resources Offeror disinterest in future RFIs and RFPs State s loss of the privilege of using RFIs 5
Legal consideration of RFIs Not a procurement, therefore no separate treatment in law or regulation Previously addressed as an ethics matter General rule: offerors prohibited from drafting specifications Exception: comments solicited from two or more as part of an RFI Nowin State Finance and Procurement 13.212.1.b(5): for a procurement of health, human or educational services, exemption for comments solicited from two or more persons as part of a request for information 6
RFI Template Developed for Office of Information in cooperation with DOIT, OPASS and OAG Component parts: Instructions Table of Contents Key RFI Information Background Information Requested Information RFI Process and Format 7
RFI Instructions Select a procurement officer: Typically a representative of OPASS Template serves as outline Provide all respondents same opportunity for optional presentations Prohibited activities: pricing, evaluation of offerings, offeror preference and product ranking 8
Key RFI Information Purpose: information gathering Issuing office and procurement officer Key Dates 9
Background Information Description of Agency Description of office/unit Summary of current system Summary of current pain points Vision of the future 10
Requested Information Company Information Solution Information Services Information Solicitation Recommendations 11
RFI Process and Format Process Contact Due Dates Trade Secrets Response Format Transmittal Letter RFI Response Document Notice of Proprietary Information 12
RFI for End to End Licensing and Regulatory Management System - Highlights Background Information Description of the Boards and Commissions Lists and describes 20 entities responsible for regulating health professionals in Maryland Summary of Current Pain Points Candid evaluation of what is lacking: paper versus electronic, shortcomings of existing automated systems, inefficient sharing and tracking, lack of web based processes, no electronic payments Visions for the Future Comprehensive description of needs RFI Process and Format Process optional presentations; no pricing information Trade Secrets 13
Final Thoughts A good RFI is no accident What don t I know and when do I need to know it? What am I doing today? Is it working? If not, why not? How long have I being doing it? What are others doing? Does it work better? What else would I like to do? 14
