Whitley Burchett

Managing The RFP Process For Contract Operations

(Presented at the 1997 Water Environment Federation Conference)

Michael J. Barnes, Whitley Burchett & Associates

ABSTRACT

Contract operations has been used for over 20 years to operate and maintain the wastewater treatment facilities of the Fairfield-Suisun Sewer District. In 1994, an RFP process was used to select the contractor for the next contract renewal. This competitive approach was used to ensure that the District was getting the most cost effective service.

This paper will focus on specific strategies to manage an RFP process so that you encourage competition, receive cost effective proposals, and select the most qualified contractor. The paper will not discuss all the general guidelines for an RFP process for contract operations because these issues are discussed very thoroughly in the AMSA document entitled "Managed Competition". However, it will elaborate on many guidelines presented in this document, and will present some alternative methods of conducting the process.

Specific topics discussed in this paper include developing information that the contractors need, RFP development, proposal review strategies, communications management, contractor interviews, conducting site visits of contractor projects, employee issues, minimizing the length of the RFP process, and final selection strategies.