4/9 Meeting Notes

4/9/24 - CCQ “Global RFP Process Development” Meeting

Whiteboard: https://zoom.us/wb/doc/FskZ3c1FS3K3rD0eEjlB6g/p/204243270762496

“Competitive Procurement Approach”

Intended Outcome: Standardized and Centralized NACHC RFP Process that is timely, efficient, and advances NACHC as partner of choice

• Goal: Put ourselves in a position to do our contracts as soon as possible in the new contract cycle and have as much of the project year as possible

  • General competitive procurement approach to identify vendors. It's not to identify vendors for specific projects at this juncture.

  • Hope to expand this process to NACHC-wide

  • Will do more specific applications as projects become more concrete

• Outcome is a “preferred vendor list” but may want more diplomatic language

  • We don’t want to conflate funding opportunity and don’t want to exclude partners

• Separate from Cobblestone process

• Open competition is the core procurement process - sole source only if necessary

  • Want to make sure that we are open to new partners, not reusing the same ones repeatedly

  • Request for information

    • Certain vendors should have consistent hourly rates & should provide hourly rate sheet (consultants, etc.)

    • Vendor Information Form

  • https://www.indeed.com/career-advice/career-development/how-to-write-request-for-information

    • Somewhat of a hybrid between an RFI and a competitive procurement process since we are gathering broad information but then also vetting/approving/selecting people and organizations

  • Needs to be viewed as all NACHC, clarify how people can enter at other points

  • Letitia did big RFP before for large group of vendors, can use scoring template, Pam can send

• Work Groups:

  • Asana/Project Management - Andrea P & LeeAnn

  • Marketing - Comms (Ellen)

  • Survey/Qualtrics - Caryn, Meg, Andrea A, Tristan?

  • Rubrics/Review/Identifying Reviewers/Processing Responses - Sarah, Emily, Pam

• Important questions:

  • Who is responsible and accountable for keeping this list up to date and how often? Are vendors able to update rates/information due to external factors of influence (e.g., economy, inflation). Furthermore, is this an open, continuous process or will we consider an enrollment/opening period on a recurring basis?

  • Will we consider this binding?

• Caryn Bernstein (Deactivated) - Check in with Jesus regarding Qualtrics subscription - ends in June and he is looking at purchasing an enterprise subscription

• Andrea Price (Deactivated) and LeeAnn White (Deactivated) to create Asana project https://app.asana.com/0/1207037016392398/1207037016392398

• Reconvene week of 4/22 - Sarah Price