Timeframe of application development was expected to last several months;
The tool’s impact on the organization would be large;
Large variation in products in the warehousing space;
Highly detailed requirements were necessary;
Logistics procurement policies on competitive bidding mandated RFP-format;
Followed IFRC guidelines on contracting for large-scale projects
What method was followed? In general, the approach that was followed was: 1. WHAT 3. HOW 2. WHO 4. WHICH What are we asking for? Who should we sent it to? How will we judge? Which proposal is the best?
What method was followed? What was the schedule? 1. WHAT 3. HOW 2. WHO 4. WHICH May 15, 2006: RFP business case complete May 30, 2006: RFP approach complete June 6, 2006: Vendor identification complete June 25, 2006: RFP documentation complete June 30, 2006: RFP distributed to vendors July 28, 2006: Responses due August 4, 2006: Opening Ceremony August 7, 2006: Evaluation Matrix complete August 11, 2006: Scoring begins September 21, 2006: Vendor finalists selected October 17, 2006: Vendor Demos begin October 31, 2006: Vendor selected
1. What are we asking for? Decision to RFP RFP Defined SRS Defined Validate Determined that RFP was in the organization’s best interests to determine a product that would best meet our needs. Articulated a plan and overall controls around the RFP. Working with resources from ISD, Logistics, and the Spanish Red Cross, developed a comprehensive requirements specification that defined functionality and expected system behavior. Defined a request for proposal that included the detailed functional, organizational, technical, and cost RFP questions, requirements specification, IFRC terms and conditions, and web design guidelines Reviewed the RFP with stakeholders from Finance, Legal, Logistics, Information Systems, and Marketing/Communications
2. Who should we send it to? Vendor Research Vendor List Peer Solicitation Validate Conducted research and analysis to determine appropriate vendors. Involved Gartner analysis, whitepaper research, and Internet research. Solicited feedback from colleagues and peers throughout the IFRC and ARC for vendor recommendations. Compiled a listing of recommended vendors. Finalized complete list , combining both recommended vendors as well as “best of breed” vendors based on independent research. Validated the vendor listing with representatives from Logistics, Information Systems, and Legal Vendor Notification Notified vendors of impending RFP. Invited their participation and made initial points of contact. Distributed RFP with clear start and end dates. Provided FAQ to answer ongoing questions to all vendors
3. How will we judge? Define Approach Validate Define Criteria Defined approach for the evaluation of proposals. Evaluations of proposals would follow a 3-prong approach: logistics evaluation, technical (ISD) evaluation, and cost evaluation. Each would culminate in a evaluation form of its own. Evaluation forms and the evaluation criteria were defined . Logistics, ISD, and Cost evaluations would give point totals based on responses provided by the vendors in the proposals. Validated approach and evaluation criteria with Logistics, ISD, and Legal.
4. Which proposal is the best? Execute Evaluation Notify Vendors Validate Scores Executed the proposal evaluations , based on the defined approach evaluation criteria, and scoring. Determined point totals and published final scores internally. Validated the scores with Logistics and ISD and determined vendor short list, based on scores. Notified short-listed vendors of their status. Invited short-listed vendors to perform on-site demonstration. Notified non short-listed vendors of their status in “Group 2”. Gave 1 month of preparation time for demonstration and provided MS Access prototype. Demonstrations Scheduled vendor demonstrations , defined demonstration evaluation sheets, and viewed presentations. Performed post-presentation debrief and determined high performer. Validated. Select Vendor Selected vendor . Notified all other vendors of status. Made plans for the execution of the contract, pending reviews of terms and conditions. Receive Proposals Performed opening ceremony with Logistics and documented what proposals were received and their inventory.