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RFP Request For Proposal

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

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  1. RFPRequest For Proposal “Competitive Negotiation” profkc

  2. Methods of Selection • Informal • RFI • Request for Information • RFQ • Request for Quote • RFP • Request for Proposal profkc

  3. 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

  4. 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

  5. Major Flaws in RFPs • Absence of clarity • Lack of organization • Incompleteness • Inaccuracy • Lack of continuity profkc

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

  7. RFP Organization profkc

  8. 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

  9. 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

  10. 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

  11. 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

  12. Implementation Specifications • Environmental Site/floor plansHVACEquipment rooms ScheduleProject ManagementTestingTrainingAcceptance • Installation Work conductQualificationsCertifications • Vendor Requirements profkc

  13. Contract Specifications • Definitions • Liabilities • Insurance • Changes • Disputes • Termination profkc

  14. 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

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