Prepare for Solicitation and Supplier Agreement Development (User Story)

Prepare for Solicitation and Supplier Agreement Development

Purpose:

<?>

Objective:

Preparation for solicitation and supplier agreement development is performed.

Description:

<?>

Inputs:

  • RFP Cover Letter Template
    • RFP Cover Letter Example
  • Introduction Template
    • Introduction Example
  • Exhibit 1.1 – Glossary of Terms Template
  • Exhibit 3 – Statement of Work Template with Attachments
  • Exhibit 4 – Service Level Schedule and SLA-1 Matrix Template
  • Exhibit 5 – Pricing Payment Schedule with Attachments Template
  • Vendor Response Form Template

Outputs:

  • RFP Packet
    • Updated Cover Letter
    • Introduction

Controls:

  • VMO Engagement Request Email Template
  • VMO Tracker Template

Task Instructions:

Identify Potential Suppliers

    1. Using the VMO Tracker Template, [the Project Manager], with support from [the Business Relationship Manager], is responsible for Identifying potential Suppliers.
    2. Using the VMO Engagement Request Email Template, [the Project Manager] is responsible for notifying the Vendor Management Office (VMO) that their services are required.
    3. Using the VMO Engagement Request Email, the VMO is responsible for replying to ALL with the VMO assigned resource. 
    4. Using the VMO Orientation Meeting Agenda Template, [the Project Manager] is responsible for scheduling a 30-minute orientation meeting with the assigned resource.
    5. Using the VMO Orientation Meeting Agenda and VMO Tracker, [the Project Manager] is responsible for documenting the “Items Discussed” and “Action Items” and replying to ALL with the VMO Orientation Meeting Minutes.

Establish a Solicitation Package

    • RFI
      1. Using the VMO Tracker, Non-Disclosure Agreement (NDA) Template, and Security Addendum Template, [the Vendor Management Office] is responsible for creating NDA and Security Addendument documents.
      2. Using the Request for Information (RFI) Template, [the Vendor Management Office], with support from [the Project Manager], is responsible for developing an RFI document.
    • RFP
      1. Using the VMO Tracer (Suppliers identified for RFP) and VMO Compliance Template, [the Vendor Management Office], with support from [the Project Manager], is responsible for creating a Compliance document.
      2. Using the Request for Proposal (RFP) Template, [the Vendor Management Office], with support from [the Project Manager], is responsible for developing an RFP document.

Review the Solicitation Package

    • RFI
      1. Using the NDA and Security Addendument documents, [the Vendor Management Office] is responsible for reviewing and approving NDA and Security Addendum documents.
      2. Using the RFI Document, [the Vendor Management Office] is responsible for reviewing and approving RFI documents.
    • RFP
      1. Using the Compliance Document, [the Vendor Management Office] is responsible for reviewing and approving the Compliance Document.
      2. Using the RFP Document, [the Vendor Management Office] is responsible for reviewing and approving RFP Document.

Distribute and Maintain the Solicitation Package

    • RFI
      1. Using the VMO Tracker, Approved NDA, and Approved Security Addendum, [the Vendor Management Office] is responsible for communicating with potential suppliers concerning the forthcoming solicitation.
      2. Using <?>, [the ?] with support from <?> is responsible for documenting and responding to supplier questions according to the instructions in the solicitation package.
      3. Using the <?>, [the ?] with support from <?> is responsible for issuing amendments to the solicitation package when changes are made to the solicitation
      4. Using the Suppiers NDA and Security Addendum responses, [the Vendor Management Office], is responsible for acknowledging the receipt of supplier proposals according to the schedule identified in the solicitation package.
      5. Using the Suppliers Responses, [the Vendor Management Office] is responsible for reviewing and approving with legal.
      6. Using the <?>, [the ?] with support from <?> is responsible for verifying conformance to requirements and completeness of supplier responses
      7. Using the VMO Tracker, Approved Legal NDA, and Approved Legal Security Addendum Responses [the Vendor Management Office], with support from [the Project Manager], is responsible for identifying suppliers to receive the RFI Document.
      8. Using the VMO Tracer (Suppliers approved for RFI) and Approved RFI document [the Vendor Management Office] is responsible for releasing the RFI to approved Suppliers.
      9. Using the Suppiers RFI responses, [the Vendor Management Office] is responsible for acknowledging the receipt of supplier proposals according to the schedule identified in the solicitation package.
      10. Using the VMO Tracer (Suppliers approved for RFI), [the Vendor Management Office], with support from [the Project Manager], is responsible for identifying suppliers to progress to the RFP.
    • RFP
      1. Using the VMO Tracker (Suppliers approved for RFP) and Approved Compliance Document, [the Vendor Management Office], is responsible for sending a Compliance Document.
      2. Using <?>, [the ?] with support from <?> is responsible for documenting and responding to supplier questions according to the instructions in the solicitation package.
      3. Using the <?>, [the ?] with support from <?> is responsible for issuing amendments to the solicitation package when changes are made to the solicitation
      4. Using the Suppliers Complieance responses, [the Vendor Management Office], is responsible for acknowledging the receipt of supplier proposals according to the schedule identified in the solicitation package.
      5. Using the Suppliers Compliance Responses, [the Vendor Management Office] is responsible for reviewing and approving with legal.
      6. Using the <?>, [the ?] with support from <?> is responsible for verifying conformance to requirements and completeness of supplier responses
      7. Using the VMO Tracer (Suppliers approved for RFP) and Approved Compliance, [the Vendor Management Office], with support from [the Project Manager] is responsible for confirming suppliers to receive the RFP Document.
      8. Using the VMO Tracker (Suppliers confirmed for RFP) and Approved RFP document [the Vendor Management Office] is responsible for releasing the RFP to approved Suppliers.
      9. Using the Suppliers RFP responses, [the Vendor Management Office], is responsible for acknowledging the receipt of supplier proposals according to the schedule identified in the solicitation package.