5. Request for Proposal (RFP)Request for proposal in system selection online deals with developing the request for proposal (RFP) to distribute to vendors and incorporating all the business requirements you have developed for your organization. This phase includes: MyKnowledge: Prepares the user for an efficient RFP preparation process. MyDelivery: Provides user documents to prepare the RFP, functional requirements listing and the evaluation framework. MySignoff: Online or downloadable signoff sheet to ensure proper completion of the phase. Key deliverables for this phase are:- Completed request for proposal.
- Evaluation framework.
- Completed signoff checklist
Phase Objectives On completion of request for proposal you should have: - Developed an appropriate request for proposal (RFP);
- Distributed the RFP and received responses;
- Developed a framework to evaluate vendor responses.
Phase risks The risks of not completing this section include: - Selecting unqualified vendors, which can result in poor system functionality or implementation services, both of which can impact badly on organizational performance.
- Poor evaluation process.
The quality of the vendors selected will have an impact ultimately on the quality of the system and the related implementation.
Please work through each section before proceeding to the next section: Important to note:Content under each section of the KADS method will differ, based on the phase being worked on. Initially the focus is on learning, moving to delivery and signoff during the life of the project. What you need to know Before you start this phase, you should have ideally 3, but no more than 5 qualified vendors you are comfortable with, who you contact and send the request for proposal to. You should also be comfortable with the data collected and have developed appropriate business requirements listings and processes as required. These will form the basis of the RFP. 1. Preparing the request for proposal (RFP) is a critical part of the system selection process. All the data gathered in the previous phases now needs to be shared in an appropriate format with vendors to enable them to prepare relevant and accurate responses, on which they will be evaluated. In addition, you will need to begin developing the evaluation framework. The following READ document prepares you for RFP preparation. Name: Preparing the request for proposal Priority: 1 Type: READ Phase: Request for proposal Estimated time: 15 minutes Length: 7 reading pages 2. In preparing your RFP, certain strategies will be required for things like data conversion, scope change management etc. The following document gives some insights into these areas: Name: Additional RFP information Priority: 2 Type: READ Phase: Request for proposal Estimated time: 10 minutes Length: 5 reading pages At this stage, you should have a clear understanding of the form of proposal you require as well as your approach. Delivering the approach and plans 4. If you are adopting an informal approach to the RFP, use the following documents, along with your user requirements documents prepared. An example functional user document is included at the end of MyApproach. For examples, go back to <3 Defining business requirements>. Sample Covering letter
Sample RFP response outline
5. If you are preparing a formal approach to the RFP, use the document below. Ensure you customize the document to your needs, the inclusions are generic and my not fit with your organizational needs:
Sample Request for proposal The following example document can support either approach: Questions for vendor 6. At this early stage, you will begin deciding on the best way to assess the vendors. The framework will begin to form the basis of the next phase, <6 evaluation>. The list is not exhaustive and should be considered in the light of your organizational needs. Depending on the size of the project, not all elements of the list may be required, or alternately can be easily dealt with. Ensure the evaluation framework is consistent with the RFP document, if you have used the formal approach. Name: Evaluation framework Priority: 1 Type: User Phase: Request for proposal Estimated time: 30 minutes 7. Distribute approved and finalized RFP to the vendors identified per the vendor shortlist and follow up to ensure they have received the RFP. 8. Follow up with the vendors after one week to ensure they will be responding to the RFP Sign off on the Phase 1. Update the project plan and project milestone document developed in <2. Planning the project>. Report as scheduled. 2. Complete checklist when you have completed the phase. Please ensure you have ticked all the boxes as yes before you proceed, and print the checklist result and file on completion. Phase 5 Request for proposal: Completion checklist Has the request for proposal been completed and reviewed as appropriate? Have the shortlisted vendors been contacted and are they aware they will be receiving the request for proposal? Has the evaluation framework been agreed? Vendors per the shortlist have been contacted and are aware of the RFP. RFP has been distributed to the shortlist of vendors. Follow up contact with vendors has confirmed their receipt of the proposal. Follow up contact with the vendors has confirmed their intention to respond with a proposal, if not additional vendors have been identified. Waiting responses from vendors on due date. Have you considered project governance requirements taking into account organizational governance needs and communicated these as appropriate? Have you completed a business case, in the process of completing a business case or decided with management approval that a business case is not required? Have you identified potential benefits the new system will bring to the organization? Are you comfortable the neccessary project management skills are available to complete the project?
Move onto next phase when ready [ Phase 6 - Evaluation ]
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