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Given the complexity of creating RFPs, organisations are not
always fully equipped to ask the correct questions, and might even
lack the required technical knowledge. This talk will demonstrate
the importance of considering input from others when setting
up your own RFP as this can save time and money – the risks
of not identifying all potential pitfalls at RFP stage can be time-
consuming and costly a few years later. This talk will apply to
all in the industry, from publishers seeking out new platform
providers to libraries sourcing vendors for specific projects.
Tracy Gardner, Renew Publishing Consultants
Yann Amouroux, Bioscientifica
Given the complexity of creating RFPs, organisations are not
always fully equipped to ask the correct questions, and might even
lack the required technical knowledge. This talk will demonstrate
the importance of considering input from others when setting
up your own RFP as this can save time and money – the risks
of not identifying all potential pitfalls at RFP stage can be time-
consuming and costly a few years later. This talk will apply to
all in the industry, from publishers seeking out new platform
providers to libraries sourcing vendors for specific projects.
Tracy Gardner, Renew Publishing Consultants
Yann Amouroux, Bioscientifica
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Managing RFPs is the first step to achieve procurement excellence, and it is often manual (read Excel, Word, and Outlook-driven) and time-consuming.
Check how sourcing, procurement, and vendor management leaders can rapidly and effectively collect vendor responses using RFPflow – a native app built for ServiceNow.
https://aavenir.com/resources/aavenir-rfpflow-request-for-proposal-management-for-servicenow/
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http://www.tenegopartnering.com/resource/partner-fit-for-growth
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10052016 ssp seminar2_pesanelli
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
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
