Procurement department lead to create folder in Box and invite stakeholders to review draft RFP and Tabs 2-8 and provide feedback or updates
After stakeholder review period, Procurement Department lead to schedule meeting with stakeholders for final review of RFP, Tabs 2-8 and to discuss next steps
Procurement department lead to work with Eric Anderson to obtain the next available RFP number
Procurement department lead to work with Data Coordinator to publish bid on Procurement & Strategic Sourcing website http://purchasing.uclahealth.org/bidding-on-jobs. Documents needed for posting bid:
RFP
Tabs 2-8
Intent to Respond/Request for Clarifications
Data Security Index
UC Master Terms & Conditions or IT Contracting Template
HIPAA BAA
UCLA BIF Form
Procurement department lead to notify stakeholders when bid is published
By the Intent to Bid deadline stated in RFP, Procurement department lead to notify stakeholders via email of which vendors intend to submit a bid for the RFP
By the Clarifications/Questions deadline stated in RFP, Procurement department lead to send stakeholders list of clarifications for response
By the Response to Clarifications/Questions deadline stated in the RFP, Procurement department lead to post clarification responses received from stakeholders by emailing Data Coordinator who will post them on the Procurement & Strategic Sourcing website http://purchasing.uclahealth.org/bidding-on-jobs
By the Submission deadline specified in the RFP, Procurement department lead to upload all submissions to the Box folder and notify stakeholders that submissions are available to view. Create a separate folder for each vendor submission
Procurement department lead to schedule initial scoring meeting with stakeholders to review/discuss submissions and determine which vendors will move on to the demo phase of RFP process
Scoring Tool available (Excel file)
All voting stakeholders are required to sign a Conflicts of Interest Disclosure Statement (Word document)
When initial scoring determined, Procurement department lead to email the Scoring Tool to stakeholders for review/confirmation
Procurement department lead to get availability of stakeholders and notify selected vendors, based on initial score, of their invitation to participate in RFP demo process. Procurement department lead to select the date/time of demo based on stakeholders’ availability
When demos are complete, Procurement department lead to schedule scoring meeting with stakeholders to score each demo (Scoring Tool available in Excel).
When demo scoring determined, Procurement department lead to email final Scoring Tool to stakeholders for review/confirmation
Based on overall score, determine top vendor(s)
Procurement department lead to involve Contracts Analyst to begin the pre-award contracting & Statement of Work (SOW) process
Procurement department lead to communicate with vendors regarding all timeline extensions/updates as necessary
