The document provides advice on building an effective RFP process. It recommends forming a coalition team to identify goals and scope the project. The RFP should include an assessment of needs, marketplace trends, and objective requirements. An evaluation matrix can be used to thoroughly review proposals against outcomes. It is important to allow sufficient time, communicate clearly, and get buy-in from stakeholders. Flexibility and embracing change are also advised.

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THE ADVANTAGE
November 8, 2016
Do good business. Have a great year.
Robert D. Kowalewski

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BUILD THE RFP PROCESS TO
MEET YOUR BUSINESS
NEEDS
2

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AGENDA
BUILD THE COALITION
BUILD THE PROCESS
SCOPE THE PROJECT
RELEASE THROUGH
IMPLEMENTATION
DONE AND DONE
ADVICE
BEST PRACTICE IDEAS

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BUILD THE COALITION

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BUILD THE COALITION
• Identify the Team
– Executive Champion
– RFP Project Leader
– Stakeholders
• Identify Purpose of RFP
– End of Contract
– Due Diligence Review
– Strategy / Needs Change
• Identify Goals and Achieve Consensus
– Process and Timeline(s)
– Roles and Responsibilities
– Outcomes

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BUILD THE COALITION
• Assessment of Current Program / Solution
– What is working?
– What can be improved?
• Needs Analysis – Critical First Step
– Include Present and Future
– Operational
– Service
– Strategic
• Marketplace
– What products / services are offered today?
– What trends are emerging?

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BUILD THE PROCESS

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BUILD THE PROCESS
• Start with the End
– Desired Outcomes
– Understand and Commit to Timeline(s)
– Understand Successful Results and Consequences
• Allow for Sufficient Time
– Purposeful Review
– Productive Engagement
– Realistic Execution and Implementation

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BUILD THE PROCESS
• Gateways and Benchmarks
– Performance Indicators
– Achievement of Smaller Goals
– On the “Rails” Review
• Periodic Assessment
– Ask Questions?
– Business Changes
– Unanticipated Events – Positive and Negative

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SCOPE THE PROJECT –
REQUEST FOR
PROPOSALS

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SCOPE THE PROJECT - RFP
• Identify Potential Respondents
– Within Existing Networks
– Independent Third Party
– Referrals and References
• The RFP Document – Source Samples
– Potential Respondents
– Associations
– Industry Groups

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SCOPE THE PROJECT - RFP
• Prepare the RFP Document
– Include Assessment
– Include Needs – Current and Future
– Incorporate Trends in the Marketplace
– Allow for Differentiation
– Be Specific
• Objective and Measureable
• Subjective and Applicable
– Consistent Format
• Conformity is your FRIEND

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SCOPE THE PROJECT - RFP
• Overview and
Organization Background
• Statement of Need
• Description of Required
Services
• Description of Interest in
Other Services
• Testing Company
Capabilities
• Differentiation of
Products and Services
• Cost Structure and
Other Considerations
• Rules Governing
Submission of Proposals
• Timeline
• Proposal Evaluations
• Appendices

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EVALUATION

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EVALUATION
• Time-consuming
• Painstaking review – Every Page
• Outcomes Matrix
– Does the Respondent Check the Box?
– Cleaning out the “Does not Meets”
• Bring in the Champion
• Ask Questions

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EVALUATION
• Thin the herd
• Pre-Finals Presentation Interview
• Check References
• Leverage Social Media
• Selection of Finalists
• Schedule Finals Presentations
• Ask Questions

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DONE AND DONE

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DONE AND DONE
• Prepare Executive Summary
• Make Recommendations
• Notify Respondents
– Winner and Non-Winner(s)
• Execute Agreements
• Implementation
– Welcome to the next phase
– Embrace the change

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ADVICE

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ADVICE
• Do not wait until the last minute
• Quality RFP = Quality Response
• Allow Respondents Time
– To Prepare
– To Respond
– To Inquire
– To Understand

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ADVICE
• Be Candid – Be Honest
• Understand the Budget and Implications
• Ask Respondents Questions
– Be Prepared
– Understand Their Value
– Know Their Competitive Advantage
– Think Outside the Box
– Anticipate the Future
– Understand Fees
– Get and Interview References

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BEST PRACTICE
IDEAS

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BEST PRACTICE IDEA
• Be Inclusive
• Get Buy – In
• Respect Different Approaches

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• Embrace Change
• Flexibility is Your Friend
• Scope Creep – BE CAREFUL
BEST PRACTICE IDEA

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• Embrace External Professionals
• Leverage Outside Resources
BEST PRACTICE IDEA

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• Consistent RFP
• Conformity is your FRIEND
BEST PRACTICE IDEA

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• Over Communicate
BEST PRACTICE IDEA

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THANK YOU
Together, we turn prospects into profit. Let’s talk.
ROBERT D. KOWALEWSKI, MBA, AIF®, CRPS
972.354.5250