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Will Krause Dir, Technology Services Houghton College [email protected] The RFP Process Getting what you want!

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Will KrauseDir, Technology ServicesHoughton [email protected]

The RFP Process

Getting what you want!

Will KrauseDir, Technology ServicesHoughton [email protected]

Contents

Identify Expected OutcomesSelecting VendorsCreating the RFP DocumentEvaluating the ResponsesSelection and NegotiationsCommunicating the Decision

Will KrauseDir, Technology ServicesHoughton [email protected] The surest way to miss a target is to not

aim at it

Identify Expected Outcomes

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected]

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 [email protected]

Selecting Vendors

Lots of vendors = lots of optionsLots of vendors = lots of responses to read

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected]

The RFP Document

Make it clear and concise

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected]

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 [email protected]

Handling Vendor Questions

The serious respondents will have lots of questions

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected] If you go it alone, you’ll never get it right!

Evaluating the responses

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected]

Selection and Negotiations

The finalist is not the winner until negotiations are complete

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected]

Communicating Final Decision

The way you handle this could affect future business

Will KrauseDir, Technology ServicesHoughton [email protected]

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 [email protected]

Things to remember

Take your time and get it right

Will KrauseDir, Technology ServicesHoughton [email protected]

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

Will KrauseDir, Technology ServicesHoughton [email protected]