Florida Agency for Workforce Innovation. Unemployment Compensation Claims and Benefits Information System 10-ITN-001-SS Negotiator Training

Transcription

1 Florida Agency for Workforce Innovation Unemployment Compensation Claims and Benefits Information System 10-ITN-001-SS Negotiator Training

2 Agenda Today s Objectives Procurement Process Overview Purpose and Goal of 1 st Round Negotiations Agenda Overview Roles and Responsibilities Negotiations Guidelines Schedule Q&A 2

3 Today s Objectives To prepare you to effectively participate in the negotiations sessions. To answer your questions. 3

4 Procurement Process Overview Negotiator Notes 10/8 Vendor Notification Letters 8/30 9/24 10/8 10/8 10/15 10/18 10/29 11/5 11/15 12/10 Preliminary Negotiations (Up to 4 vendors) Intent to Negotiate Public Meeting Negotiations Preparation Initial Negotiations (Up to 4 vendors) Public Meeting Continued Negotiations (Final vendor) Advisory Team Vendor Response Summaries Agenda Prepared and Non-prepared Questions 1-on-1 discussions Meeting Script Voting and Paired Comparison Analysis Comparative Analysis (side-by-side) Negotiator/Advisor completed Paired Comparison Negotiators provided a mechanism and instructions prior to meeting Voting and announcement of intent to negotiate conducted during public meeting Vendor Instructions Negotiations Script Updated Vendor Proposals Interim revised proposals focused on establishing a go-forward position Represents changes from original response 12/17 1/13 2/28 Contract Development Standard Contract Contract Execution Intent to Award Public Meeting targeted for 12/13 Contract Start targeted for 2/28 4

5 1 st Round Purpose and Goals The purpose of this round of negotiations is to determine, at a high level, if the Agency and Respondent can negotiate an acceptable solution within the budget of the Agency. The Agency will determine how to proceed into further negotiations based on the outcome of these negotiation sessions. The focus of these initial four weeks will be highlevel scope and approach as they are the major cost levers. We will not get into the details of terms and conditions, etc. in this round. Negotiators will decide how to proceed in a public meeting scheduled for 10/8 and again on 11/5. 5

6 Cost Levers Scope of system functionality System Functionality Staffing Models Size of effort AWI and UC staff assumptions Software & Hardware Licenses Platform Project Approach How the work is accomplished Proposed schedule Assumptions 1. Negotiate differences between the Vendor s proposal and the ITN requirements. 2. Negotiate differences between the ITN and the Feasibility Study. 3. Negotiate cost reduction strategies or other scope modification options. 6

7 Negotiations Agenda Introductions / Kickoff By Development Phase, discuss and negotiate: Issues / concerns with the Respondent s response Areas impacting approach and assumptions Cost strategies Areas of Scope reduction Respondent s response to ITN requirements Questions and answers Respondent instructions Wrap up / next steps A negotiations document will be developed to guide the discussion. All sections of the vendor s response are potentially in scope of the negotiations. 7

8 Negotiators Represent the Agency and the UC Program in the negotiation process you are negotiating on the Agency s behalf Actively participate in all negotiation sessions Lead negotiations sections, if assigned Raise questions and issues as they occur Participate in public meetings (Intent to Negotiate, Intent to Award) Brief Agency management on the status of negotiations (Tom McCullion as lead negotiator) 8

9 Advisors Represent the Agency and the UC Program in the negotiation process Provide guidance to the negotiators prior to negotiations Participate in negotiation sessions, if needed or desired Participate by asking clarifying questions Meet with negotiators one-on-one, if requested Raise questions and issues as they occur with the Negotiation Team 9

10 North Highland North Highland will prepare supporting materials such as the negotiations document North Highland will act in the role of SME / Advisor and, therefore, will ask questions as appropriate North Highland will take session notes North Highland will prepare the vendor instructions 10

11 Negotiations Guidelines Do: Ask questions as you go Consult Advisors as needed Be fair and consistent The best job you can given what you know Keep the broad view in mind not just your area of the business Maintain control and confidentiality of vendor materials, keep all materials secure Don t: Talk with other Negotiation team members during the Negotiation process except during public meetings Compare notes Discuss Respondents proposals or the negotiation process with others Take calls or inquiries from vendors direct all vendors to Purchasing and notify Purchasing of any inquiries received 11

12 Supporting Materials Original Vendor Responses Negotiations Agenda / Questions Negotiator Workbook Comparative Analysis Document Paired Comparison Analysis Interim Revised Proposals 12

13 Questions & Answers Thank-you! 13