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The RFP Process

The RFP Process. Getting what you want!. Contents. Identify Expected Outcomes Selecting Vendors Creating the RFP Document Evaluating the Responses Selection and Negotiations Communicating the Decision. Identify Expected Outcomes. The surest way to miss a target is to not aim at it.

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The RFP Process

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  1. The RFP Process Getting what you want!

  2. Contents • Identify Expected Outcomes • Selecting Vendors • Creating the RFP Document • Evaluating the Responses • Selection and Negotiations • Communicating the Decision

  3. Identify Expected Outcomes The surest way to miss a target is to not aim at it

  4. Identify Expected Outcomes • What do you want from the vendors? • Best technical solution • Best price / financing • Long term relationship • Best warranty / support • Training • Customized solution • Most user friendly • Product/Manufacturer reputation • Freebees

  5. Identify Expected Outcomes • Prioritize your requirements and give weights to them • Best price / financing = 5 • Best technical solution = 4 • Long term relationship = 4 • Best warranty / support = 3 • Training = 2 • Product/Manufac. Reputation = 2 • Most user friendly = 1 • Freebees = 1 • Customized solution = 0

  6. Selecting Vendors Lots of vendors = lots of options Lots of vendors = lots of responses to read

  7. Selecting Vendors • Focus in on the vendors you really want to do business with • Some products must be purchased through resellers – send RFPs to both • Don’t focus only on ‘Industry leaders’ • Do treat all vendors the same until the process is complete

  8. The RFP Document Make it clear and concise

  9. The RFP Document • Introduction Explain why you’re doing it • Background Introduce your school to them • Proposal Guidelines • What’s your goal • What are the rules (due date, how to ask questions, what to include with it) • Where & how to send response

  10. The RFP Document • Evaluation Criteria Tell them what you’re looking for (be specific). You will find out who wants to work with you and who simply wants to sell you a product • Proposal Format Tell them what form you want it in. Be specific and be complete. Responses will be much easier to evaluate if they’re all in the same format • Project Schedule Show them a high level schedule of the entire project (not just the RFP phase) so they can get the big picture

  11. Handling Vendor Questions The serious respondents will have lots of questions

  12. Handling Vendor Questions • Have an open question and answer meeting at least several weeks before the responses are due • Set-up a list serve and let them sign-up • Publish all questions asked via the list • Resist the temptation of answering questions over the phone – everyone needs to hear the questions and answers • Don’t play favorites!

  13. Evaluating the responses If you go it alone, you’ll never get it right!

  14. Evaluating the responses • Select a small committee to help you • Faculty • Staff • Administration • Technical people • Create an evaluation matrix based on your criteria Your criteria weighting may change based on what you read in the responses • Don’t try to ‘force’ a winner • Narrow down to top 3 and select 1 finalist • Get buy-in from everyone on the committee This will help immensely during implementation

  15. Selection and Negotiations The finalist is not the winner until negotiations are complete

  16. Selection and Negotiations • Build negotiation time into the schedule • Once selection is made, conclude final negotiations as rapidly as possible • Don’t accept anything less than what was offered in the proposal • Make it clear that this process is just the beginning of a lasting partnership

  17. Communicating Final Decision The way you handle this could affect future business

  18. Communicating Final Decision • Call everyone who sent a response • Tell them who the winner is and why it’s not them • Be prepared to give specifics but make it clear that the process is completed • Remember - they probably put a lot of time and resource into preparing their response. The feedback you give them takes only a little effort on your part but provides valuable information for them.

  19. Things to remember Take your time and get it right

  20. Things to remember • You are asking vendors to invest time and effort – give something in return • You are in charge, not the sales reps (or your board of trustees) • If your boss has a favorite, tell him (or her) that there are no guarantees • Keep everyone on a level playing field • This is only the first step in a lasting partnership, integrity is crucial • If done right, you will eliminate many future project speed-bumps

  21. Questions

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