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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
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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
