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Caring
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to come up with the questions you would like to ask your When the process is complete, you should be ready to
suppliers. Don’t be surprised if this group of questions develop a solid solicitation based on the information
grows once the meeting starts because the questions you gathered from the participants that helped submit
pose may create additional questions from the suppliers this information. Remember, by conducting this RFI
and their answers may pose additional questions from process, you’ve created open competition for anyone
the committee. Don’t worry though. That only means wanting to participate.
you’re getting the valuable information needed to
develop your solicitation. I like giving our suppliers One other thing that I mentioned earlier but didn’t
time to prepare so I’d post the RFI documentation, 5-7 expand on is that you may have some requirements that
days, prior to the question-and-answer session. need to be included in the RFI document before posting
it on the street. (Example: I don’t allow pricing to be
When you’ve completed what I consider the first part of the discussion during the RFI process.) Not that
stage of the process, I like to use what I refer to as the it’s prohibited, but rather my opinion for handling as a
“white paper” stage. This may not be needed in all RFI best practice. We’re not looking for pricing in an RFI.
processes, but it was one that I found to be advantageous We’re looking for expert information to help us take the
in the process that was being conducted, and I gave our next step, developing the solicitation.
suppliers approximately seven days to submit white
paper specifications for products or commodity based If you’ve completed the RFI process successfully, you
on the question-and-answer session done previously. should be well on your way to being able to develop
a solicitation. At least with the help from all who
When the suppliers submit the white paper specifications, participated.
it’s time to gather the committee back together to find
what may be the most advantageous materials for the One other thing needing to be mentioned is the fact that
district. Keep in mind that you have an idea of what’s nothing in this article is meant to be construed as legal
needed and now you’re looking for the best solutions advice, but rather best practice recommendations based
that fit that need. on my experience as a buyer for Mesa Public Schools.
I hope this at least helps people realize there’s a vehicle
Once the first and second stages of Q&A and white to consider when you need to develop a solicitation but
paper specifications have been completed, I brought lack the expertise. It’s a worthwhile venture when you
the committee back once again to decide what white have the time.
paper specs the committee wanted to see demonstrated.
Each supplier had the opportunity to submit samples If anyone has any questions, I can be reached at
for demonstrations and allow the end users to test those gabarkman@mpsaz.org.
submitted samples. This is the step where the end users
may create a short list of manufacturers based on their
overall recommendations and what was submitted. Two Gary Barkman, ACBS, NIGP-CPP, CPPB, Supervisor,
weeks was given to suppliers to submit samples for Procurement Specialist I, Mesa Unified School District #4, can
be reached at: gabarkman@mpsaz.org
demonstration by the end users and bring the process
to fruition.

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26 THE EDGE SUMMER 2024