This document discusses the RFP (Request for Proposal) process. It begins by outlining when an RFP may be needed, such as when a contract is up for renewal or there are issues with the current vendor. It then discusses selecting a consultant to manage the RFP process if desired. The document outlines the consultant's role in defining needs, identifying vendors, developing the RFP, managing communications and evaluations. Key aspects of the RFP are described like requirements, expectations and allowing vendor questions. The proposal, demo and contract phases are also summarized. The goal is to have a smooth transition to the new vendor selected through this competitive process.

1. RFP Process
October 5, 2016
An Independent Publisher
Perspective
Jennifer L. Pesanelli
Deputy Executive Director for Operations
& Director of Publications

2. Sometimes I am the vendor.
• Association Management Services
– General Management: Executive Directors, Business
Managers
– Meeting Management
– Support Services: Membership, Accounting, IT
• Publication Services
– Editorial, Peer Review, Production (not systems)
– Programs, Abstracts, Directories
– Content Licensing, Fulfillment

3. Sometimes I am the client.
• Our Association Management Needs
– Database – Association Management Software (AMS)
– Financial Management System
– Third party support for client society programs
• Commercial publishing RFPs and contracts
• Our Publishing Needs
– Manuscript submission and peer review system
– Composition, tagging, printing
– Author billing
– Online platform

4. Identify and define the need
• Organization requirement?
• Contract up for renewal?
• Problem with current vendor or
current system?
– Resolvable
– Other options
• Future needs assessment

5. The Very Important Request for
Proposal (RFP)
• Best bet for apples to apples
• Internal team
– Volunteers
– Staff
• Engage a consultant?
– Manage the process
– Expert knowledge
– Extension of staff

6. Pre-RFP RFP??
aka Selecting a Consultant

7. Selecting a Consultant
• Seek recommendations
• Provide project details
– Needs
– Expectations
• Have a conversation

8. Picking the best for the job
• Ask for a proposal
– Scope of services
– Schedule of deliverables
– Cost
• Have another conversation
• Worth the cost?

9. What is their function?
• Help you define your need
• Identify vendors in the market place
• Develop the RFP document
• Manage the schedule and the process
• Be the point of contact for the vendors
• Analyze and summarize the proposals
• Arrange the presentations
• Help you score the presentations
• Support the contract negotiation process

10. The RFP – How you slice it
• Details, details, details
• Requirements document
– MUST have
– Nice to have
– Other?
• Welcome questions
• Expectations

11. Demos – What’s on the inside?
• Tell them what you want to hear
– Company information
– Service or system overview
• Demo
– Differentiators
– Your workflow
– Enhancements

12. Proposal Pitfalls and Demo Don’ts
Aka Bad Apples

13. Putting Pieces Together
• Proposal to Contract phase
– Scope inclusion
• Negotiation
– Exit strategy!
• Transition

14. The Desired End Result