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Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
The RFP Process
Getting what you want!
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Contents
Identify Expected OutcomesSelecting VendorsCreating the RFP DocumentEvaluating the ResponsesSelection and NegotiationsCommunicating the Decision
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu The surest way to miss a target is to not
aim at it
Identify Expected Outcomes
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
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
Identify Expected Outcomes
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Prioritize your requirements and give weights to them
1. Best price / financing = 52. Best technical solution = 43. Long term relationship = 44. Best warranty / support = 35. Training = 26. Product/Manufac. Reputation = 27. Most user friendly = 18. Freebees = 19. Customized solution = 0
Identify Expected Outcomes
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Selecting Vendors
Lots of vendors = lots of optionsLots of vendors = lots of responses to read
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Focus in on the vendors you really want to do business withSome products must be purchased through resellers – send RFPs to bothDon’t focus only on ‘Industry leaders’Do treat all vendors the same until the process is complete
Selecting Vendors
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
The RFP Document
Make it clear and concise
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
The RFP DocumentIntroduction Explain why you’re doing it
BackgroundIntroduce 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
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Evaluation CriteriaTell 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 FormatTell 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 ScheduleShow them a high level schedule of the entire project (not just the RFP phase) so they can get the big picture
The RFP Document
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Handling Vendor Questions
The serious respondents will have lots of questions
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Have an open question and answer meeting at least several weeks before the responses are dueSet-up a list serve and let them sign-upPublish all questions asked via the listResist the temptation of answering questions over the phone – everyone needs to hear the questions and answersDon’t play favorites!
Handling Vendor Questions
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu If you go it alone, you’ll never get it right!
Evaluating the responses
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Select a small committee to help youFacultyStaffAdministrationTechnical people
Create an evaluation matrix based on your criteriaYour criteria weighting may change based on what you read in the responses
Don’t try to ‘force’ a winnerNarrow down to top 3 and select 1 finalistGet buy-in from everyone on the committee This will help immensely during implementation
Evaluating the responses
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Selection and Negotiations
The finalist is not the winner until negotiations are complete
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Build negotiation time into the scheduleOnce selection is made, conclude final negotiations as rapidly as possibleDon’t accept anything less than what was offered in the proposalMake it clear that this process is just the beginning of a lasting partnership
Selection and Negotiations
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Communicating Final Decision
The way you handle this could affect future business
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Call everyone who sent a responseTell them who the winner is and why it’s not themBe prepared to give specifics but make it clear that the process is completedRemember - 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.
Communicating Final Decision
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Things to remember
Take your time and get it right
Will KrauseDir, Technology ServicesHoughton CollegeWill.krause@houghton.edu
Things to remember
You are asking vendors to invest time and effort – give something in returnYou 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 guaranteesKeep everyone on a level playing fieldThis is only the first step in a lasting partnership, integrity is crucialIf done right, you will eliminate many future project speed-bumps
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