280 likes | 1k Views
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
E N D
RFPRequest For Proposal “Competitive Negotiation” profkc
Methods of Selection • Informal • RFI • Request for Information • RFQ • Request for Quote • RFP • Request for Proposal profkc
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 profkc
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) profkc
Major Flaws in RFPs • Absence of clarity • Lack of organization • Incompleteness • Inaccuracy • Lack of continuity profkc
KISS • Rule #1 • Say things ONCE • Rule #2 • Use plain English • Rule #3 • Say everything you really need to say then STOP profkc
RFP Organization profkc
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 profkc
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 profkc
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 profkc
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 profkc
Implementation Specifications • Environmental Site/floor plansHVACEquipment rooms ScheduleProject ManagementTestingTrainingAcceptance • Installation Work conductQualificationsCertifications • Vendor Requirements profkc
Contract Specifications • Definitions • Liabilities • Insurance • Changes • Disputes • Termination profkc
Pricing Worksheets • Equipment/Circuits • Software • Cabling/Wiring • Non-vendor supplied/HVAC/Electric • Installation/implementation/training • Shipping/taxes • Maintenance/AMC Total Costis more thanInitial Price profkc