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Effective Request for Proposal  for effective businesses
Agenda <ul><li>Process of writing effective Rfp </li></ul><ul><li>Elements of well written Rfp </li></ul><ul><li>What effe...
What is RFP ? Definition: An RFP (Request for Proposal) is a document  commonly written   by an organization  seeking bids...
Why to use RFPs ? Because many organizations  may not have  the specialized talents and capabilities to create some potent...
RFP become  a vehicle that allows both organizations and vendors to  establish a dialogue and to work from the same set of...
When to use RFPs ? The RFP process, provides greater  flexibility  for the organization and competing contractors. Both si...
<ul><li>Multiple solutions are available that will fit the need. </li></ul><ul><li>Multiple suppliers can provide the same...
What to do Pre-RFP 1.  Gather Information About Vendors   and Products (RFI)   Identify potential vendors + Contact them a...
2- End users overview ( technical, mangers, clerks…)  1- Organizational Overview (founded in, Vision, area of business…)  ...
Elements of well written Rfp 5. General and special condition : government conditions  6. Request for References : number ...
<ul><ul><li>Formally recognize a deficiency or need in current operations that could be resolved through the purchase of e...
<ul><ul><li>Not enough time has been allocated for the RFP process </li></ul></ul><ul><ul><li>Requirements are overly rest...
Proposal Evaluation Criteria  100 % Total 20 % Staff Qualifications 20 % Pervious experience in same work 30 % Cost Propos...
Writing and reviewing the RFP <ul><li>Dedicate  sufficient staff  to prepare the RFP. </li></ul><ul><li>Allow  enough time...
Managing Post RFP process <ul><li>Distribute the RFP to all interested parties;  </li></ul><ul><li>Receive and respond to ...
Managing Post RFP process <ul><li>Request written clarification of proposal information from some bidders;  </li></ul><ul>...
Electronic Request for Proposal Electronic Request for Proposal   is enabling production, assembly, and actual electronic ...
<ul><li>STEP 1 ;  </li></ul><ul><li>The information requester/buyer incorporates their own specific  queries into ready to...
 
 
Advantages of eRFPs <ul><li>Predefined and Customizable RFPs </li></ul><ul><li>Reduce the time and cost. </li></ul><ul><li...
Disadvantages of eRFPs <ul><li>Security…Is it safe enough!!? </li></ul><ul><li>Culture… Change management </li></ul><ul><l...
Template Steps of RFP for Web Site Project
RFP for Web Site Project <ul><ul><li>1. Project Scope:-  </li></ul></ul><ul><ul><li>-  A brief background of your company....
<ul><li>3. Technical infrastructure requirements     </li></ul><ul><li>- Server hardware/software requirements = - are the...
<ul><li>4. Design requirements     </li></ul><ul><li>- Are there color palette and font treatment requirements or preferen...
<ul><li>5. Functionality/programming requirements    </li></ul><ul><li>- Will there be forms on the site? If so, how many?...
<ul><li>6 . Production/integration requirements   </li></ul><ul><li>- Will there be downloadable documents  on the site (e...
<ul><li>Case Study </li></ul><ul><li>Building and Hosting Egypt’s 27 Governorates Web Pages </li></ul>
<ul><li>Thank You  </li></ul>
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  1. 1. Effective Request for Proposal for effective businesses
  2. 2. Agenda <ul><li>Process of writing effective Rfp </li></ul><ul><li>Elements of well written Rfp </li></ul><ul><li>What effective Rfp has and has not </li></ul><ul><li>Electronic Rfp , Advantages and disadvantages </li></ul><ul><li>Example; RFP for Web Site Project </li></ul><ul><li>RFPs What , why and when </li></ul>
  3. 3. What is RFP ? Definition: An RFP (Request for Proposal) is a document commonly written by an organization seeking bids from potential vendors. The RFP serves as a base line of project requirements on which competing vendors may price their services.
  4. 4. Why to use RFPs ? Because many organizations may not have the specialized talents and capabilities to create some potential products, it may become necessary to request the assistance of an outside vendor or contractor.
  5. 5. RFP become a vehicle that allows both organizations and vendors to establish a dialogue and to work from the same set of rules , requirements, schedules, and information . The opportunity to have this dialogue is an important element in the process, because RFP requirements are often not clear and the vendors, as the experts are allowed to question and interpret what is being requested .
  6. 6. When to use RFPs ? The RFP process, provides greater flexibility for the organization and competing contractors. Both sides have more freedom to propose innovations or variations regarding service delivery, price, and payment method. An RFP is the most appropriate contracting mechanism, where service quality is usually critical , because the scoring criteria for an RFP can place a greater emphasis on quality than cost .
  7. 7. <ul><li>Multiple solutions are available that will fit the need. </li></ul><ul><li>Multiple suppliers can provide the same solution. </li></ul><ul><li>Buyers seek to determine the “best value” of suppliers’ solutions. </li></ul><ul><li>Products for the project cannot be clearly specified. </li></ul><ul><li>The project requires different skills, expertise, and technical capabilities from suppliers. </li></ul><ul><li>The problem requires suppliers to combine and subcontract products and services. </li></ul><ul><li>Final pricing is negotiated with the supplier. </li></ul>When to use RFPs ?
  8. 8. What to do Pre-RFP 1. Gather Information About Vendors and Products (RFI) Identify potential vendors + Contact them and request information about their company and capabilities + examples of their work + references+ Information about products. 2. Qualify Potential Vendors Use gathered information to choose vendors who have the capability to produce the materials you want and , include in your decision variables such as geographical location, industry experience, reputation, size of staff, and quality/level of work.
  9. 9. 2- End users overview ( technical, mangers, clerks…) 1- Organizational Overview (founded in, Vision, area of business…) 3- Deliverables Overview (names and purpose of the products) 4- Required Proposal Format 4-1- Technical Proposal : Vendor should include time-lines, projected required personnel, and schedules for completing the project. 4-2- Time-Cost : Vendor must detail the time and costs that will be required to complete the project. Elements of well written Rfp
  10. 10. Elements of well written Rfp 5. General and special condition : government conditions 6. Request for References : number of Clients with similar products 7. Submission Deadline : day , month , year 8. Submit Proposal To: name and address 9. For Additional Information or Clarification, Contact info: name, email, phone 10. Evaluation and award basis : Lowest Bid 11. Award date: day, month, year.
  11. 11. <ul><ul><li>Formally recognize a deficiency or need in current operations that could be resolved through the purchase of equipment or services </li></ul></ul><ul><ul><li>Develop and implement a plan for understanding the problem </li></ul></ul><ul><ul><li>Identify appropriate potential suppliers and solutions </li></ul></ul><ul><ul><li>Gain visibility for internal acceptance of the identified need and potential solutions </li></ul></ul><ul><ul><li>Establish the project budget </li></ul></ul><ul><ul><li>Develop a project schedule and organize project personnel </li></ul></ul><ul><ul><li>Evolve real requirements and ensure that they are clearly stated and measurable </li></ul></ul><ul><ul><li>Develop rigorous evaluation criteria, thus ensuring an objective evaluation </li></ul></ul>Process of writing good Rfp A successful RFP process requires us to do the following:
  12. 12. <ul><ul><li>Not enough time has been allocated for the RFP process </li></ul></ul><ul><ul><li>Requirements are overly restrictive and limit suppliers to predetermined solution </li></ul></ul><ul><ul><li>Requirements unfairly limit the range of suppliers who may participate </li></ul></ul><ul><ul><li>Requirements are either not clear or downright ambiguous </li></ul></ul><ul><ul><li>Project deadlines are too short to allow for reasonable project development by suppliers </li></ul></ul><ul><ul><li>The project team has not been fully educated about available technologies </li></ul></ul><ul><ul><li>A budget has not been established, or has been on unverified data and is not sufficient for the project </li></ul></ul>Process of writing good Rfp A successful RFP process requires us NOT to do the following:
  13. 13. Proposal Evaluation Criteria 100 % Total 20 % Staff Qualifications 20 % Pervious experience in same work 30 % Cost Proposal 30 % Technical proposal Required Vendor financial stability Percentage Evaluation criteria
  14. 14. Writing and reviewing the RFP <ul><li>Dedicate sufficient staff to prepare the RFP. </li></ul><ul><li>Allow enough time for RFP preparing , reviewing and approval. </li></ul><ul><li>In critical cases, See (But Do not Copy) others experience, </li></ul><ul><li>Consider using a consultant to draft RFP </li></ul><ul><li>Get input from partners, expertise's, potential contractors to improve RFP </li></ul>
  15. 15. Managing Post RFP process <ul><li>Distribute the RFP to all interested parties; </li></ul><ul><li>Receive and respond to written questions about the RFP; </li></ul><ul><li>Conduct a pre-proposal conference for interested bidders; </li></ul><ul><li>Produce and distribute a transcript of the conference; </li></ul><ul><li>Distribute any amendments to the RFP resulting from bidders' inquiries; </li></ul><ul><li>Receive, review, and rank proposals; </li></ul><ul><li>Check bidders' references; </li></ul>From the time the RFP is released until contract signing, org. must complete most, if not all, of the following tasks:
  16. 16. Managing Post RFP process <ul><li>Request written clarification of proposal information from some bidders; </li></ul><ul><li>Request and review best-and-final offers from the top firms; </li></ul><ul><li>Recommend a winner to the appropriate decision-making authority, complete with documentation for the recommendation; </li></ul><ul><li>Negotiate amendments to the proposed contract with the designated winner; </li></ul><ul><li>Notify other bidders of the impending decision; </li></ul><ul><li>Respond to inquiries or protests from losing bidders; </li></ul><ul><li>Participate in a public meeting in which the contract award is made. </li></ul>
  17. 17. Electronic Request for Proposal Electronic Request for Proposal is enabling production, assembly, and actual electronic publishing of RFPs, accepting electronic proposals in response to the RFPs, and post-RFP electronic selection of proposal to be awarded a contract. The benefits of being able to compare proposals which use a common format will make your job much easier when it comes to selecting a qualified vendor, by saving time, effort and having the best choice.
  18. 18. <ul><li>STEP 1 ; </li></ul><ul><li>The information requester/buyer incorporates their own specific queries into ready to go eRFP form, with customized welcome note and Co logo.   </li></ul><ul><li>STEP 2 ; </li></ul><ul><li>The Companies you require info from, are directed to the unique URL of your eRFP and complete/submit their responses. </li></ul><ul><li>  </li></ul><ul><li>  STEP 3 ; </li></ul><ul><li>All the information submitted by the Companies is collated onto a single MS Excel spreadsheet and sent to you for easy review.  </li></ul>E-RfP…Do it Your self, Or out source it.
  19. 21. Advantages of eRFPs <ul><li>Predefined and Customizable RFPs </li></ul><ul><li>Reduce the time and cost. </li></ul><ul><li>Reduce administrative burdens. </li></ul><ul><li>Availability of complete audit trail. </li></ul><ul><li>Eliminate paper intensive processes. </li></ul><ul><li>Increase efficiency. </li></ul><ul><li>Instant on-line monitoring of the evaluation process </li></ul><ul><li>Availability of real-time reports </li></ul>
  20. 22. Disadvantages of eRFPs <ul><li>Security…Is it safe enough!!? </li></ul><ul><li>Culture… Change management </li></ul><ul><li>Law… Is it compatible with our laws? </li></ul><ul><li>Technical… Do we need new infra-structure </li></ul><ul><li>Training…staff need training </li></ul>
  21. 23. Template Steps of RFP for Web Site Project
  22. 24. RFP for Web Site Project <ul><ul><li>1. Project Scope:-  </li></ul></ul><ul><ul><li>- A brief background of your company.  </li></ul></ul><ul><ul><li>- A brief description of this project.  </li></ul></ul><ul><ul><li>- Budget -it's helpful to include it in your RFP so that developers can tailor their solutions they propose to match your budget needs. Also, it will help save you the pain of exchanging a lot of ideas with developers who are out of your price range.  </li></ul></ul><ul><ul><li>- Time frame :- include any project deadlines you may have. crucial meetings, milestones, cut-off dates, etc. that the developer should be aware of. Be realistic with a time frame; for example, an average brochure-ware site can take anywhere from 6-8 weeks. However, depending on the project and its complexity, it's good to know ahead of time how flexible you are willing to be with the project's completion date </li></ul></ul>
  23. 25. <ul><li>3. Technical infrastructure requirements   </li></ul><ul><li>- Server hardware/software requirements = - are there specific server software, operating system, application servers, database, etc. that need to be used?  </li></ul><ul><li>- User requirements = are users on a particular type of browser? Will users have high-speed connections, or will many be on modems? </li></ul>RFP for Web Site Project <ul><ul><li>2. Target audience </li></ul></ul><ul><ul><li>- Demographics - who will be the main users of your site?  </li></ul></ul><ul><ul><li>- Comfort level with technology - how technically savvy is your audience? </li></ul></ul><ul><ul><li>-Will they know how to deal with plug-ins, for example?  </li></ul></ul><ul><ul><li>Audience base - how large do you expect your user base to be? </li></ul></ul>
  24. 26. <ul><li>4. Design requirements   </li></ul><ul><li>- Are there color palette and font treatment requirements or preferences, if any?  </li></ul><ul><li>- Do you have corporate identity guidelines from your company that must be followed? If so, how will the developer be able to access these?  </li></ul><ul><li>- How should the site &quot;feel&quot;? Include some adjectives to describe what your site should communicate.  </li></ul><ul><li>- Examples of sites you liked /disliked, and why.  Will there be any animated elements (i.e. Flash animations)? </li></ul><ul><li>- How many? How long should they be? How are they going to be used? </li></ul>
  25. 27. <ul><li>5. Functionality/programming requirements   </li></ul><ul><li>- Will there be forms on the site? If so, how many? How should they be handled? (e.g. e-mailed to recipients, stored in a database, etc.)  </li></ul><ul><li>- Will the site require tools to manage information (e.g. ability for staff to update press releases or quarterly reports)?  </li></ul><ul><li>- Will there be any e-commerce on the site? If so, who will be entering data on products offered? </li></ul><ul><li>- How will transactions be managed?  </li></ul><ul><li>- Are there any other interactive features the site should have? What are they, and how do you envision them to work?  </li></ul><ul><li>- Will there be any animated elements (i.e. Flash animations)? How many? How long should they be? How are they going to be used? </li></ul>
  26. 28. <ul><li>6 . Production/integration requirements   </li></ul><ul><li>- Will there be downloadable documents on the site (e.g. MS Word documents, PDFs, etc.)? How many?  </li></ul><ul><li>- Will you have other non-HTML content, such as audio or video files? </li></ul><ul><li>7. Project Management  </li></ul><ul><li>- Who will be the main point of contact on your staff?  </li></ul><ul><li>- How will the tasks be divided between you and the developer in order to complete the project?  </li></ul><ul><li>- Are there any third parties (subcontractors, etc.) that will also be involved in the project? </li></ul>
  27. 29. <ul><li>Case Study </li></ul><ul><li>Building and Hosting Egypt’s 27 Governorates Web Pages </li></ul>
  28. 30. <ul><li>Thank You </li></ul>
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