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RFP Request For Proposal. “Competitive Negotiation”. Methods of Selection. Informal RFI Request for Information RFQ Request for Quote RFP Request for Proposal. Use an RFP when…. Your needs are complex Price is not the only factor Decision is a major commitment

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rfp request for proposal

RFPRequest For Proposal

“Competitive Negotiation”

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methods of selection
Methods of Selection
  • Informal
  • RFI
    • Request for Information
  • RFQ
    • Request for Quote
  • RFP
    • Request for Proposal

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use an rfp when
Use an RFP when…
  • Your needs are complex
  • Price is not the only factor
  • Decision is a major commitment
  • Range of solutions exist
  • Need to objectively balance your priorities
  • Public/Management scrutiny of decision

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steps in writing an rfp
Steps in Writing an RFP
  • Technical
  • Financial
  • Purchasing
  • Legal
  • Writing
  • Gather skills
  • Requirement/specification analysis
  • Develop Evaluation Criteria
  • Objectives
  • Current/future configuration
  • Current costs
  • Focus on
    • Growth
    • Key/Heavy Users
    • Key themes
  • Mandatory versus Desirable
  • Categorize criteria
  • Assign weights (priorities)

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major flaws in rfps
Major Flaws in RFPs
  • Absence of clarity
  • Lack of organization
  • Incompleteness
  • Inaccuracy
  • Lack of continuity

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slide7
KISS
  • Rule #1
    • Say things ONCE
  • Rule #2
    • Use plain English
  • Rule #3
    • Say everything you really need to say then STOP

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introduction instructions
Introduction/Instructions
  • Statement of Purpose

Help Vendor Understand Your Needs Better

What must be done for RFP to be acceptedGo/No go

Each Major Criteria is a Statement

  • Background Information

Aids in coherency and consistency

  • RFP Conditions

TimetableFormat of ResponsesRules of the GameEvaluation ProcessAward Process

  • RFP Outline
  • RFP Instructions

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technical specifications
Technical Specifications
  • Organize by function not components

A Specification is a clear statement of each requirement

  • Write good specifications
  • Identify mandatory items
  • Define all terms
  • State a need
  • Ask for an Answer
  • Is Short
  • Is Concrete

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service and maintenance
Service and Maintenance
  • Warranties
  • Length
  • Coverage
  • Repair under warranty
  • In/Out of warranty
  • Coverage
  • Repair after warranty
  • Updates/Upgrades
  • Vendor Qualifications
  • Location
  • Major/Minor repair
  • At Cutover
  • On-going
  • Vendor support
  • Documentation
  • Remote capabilities
  • Maintenance
  • Training
  • Administration

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performance specifications
Performance Specifications
  • Acceptance Standards

All Standards must be measurable

  • On-going Performance

Functional

Performance/workload levels

Availability

Non-Acceptance

Availability

Responsiveness

Critical Performance

Non-Performance

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implementation specifications
Implementation Specifications
  • Environmental

Site/floor plansHVACEquipment rooms

ScheduleProject ManagementTestingTrainingAcceptance

  • Installation

Work conductQualificationsCertifications

  • Vendor Requirements

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contract specifications
Contract Specifications
  • Definitions
  • Liabilities
  • Insurance
  • Changes
  • Disputes
  • Termination

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pricing worksheets
Pricing Worksheets
  • Equipment/Circuits
  • Software
  • Cabling/Wiring
  • Non-vendor supplied/HVAC/Electric
  • Installation/implementation/training
  • Shipping/taxes
  • Maintenance/AMC

Total Costis more thanInitial Price

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