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Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com RFI RFP RFQ Last Update 2008.03.04 2.0.0 1.

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Presentation on theme: "Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com RFI RFP RFQ Last Update 2008.03.04 2.0.0 1."— Presentation transcript:

1 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com RFI RFP RFQ Last Update 2008.03.04 2.0.0 1

2 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 2 Objectives Learn how to use a RFI, RFP, and RFQ

3 RFI RFP RFQ What are all these things –RFI Request for Information –RFP Request for Proposal –RFQ Request for Quote Let’s look at each of these in more detail Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 3

4 4 What is a RFI An RFI is used before an RFP to either narrow the field of who will receive the RFP or to learn about a vendor’s technology or solutions in order to decide what to solicit proposals for

5 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 5 What is a RFI After reviewing the information that comes back in from the RFI a limited number of these respondents will be selected to receive the full RFP If the project involves both service and equipment these may or may not be the same providers

6 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 6 What is a RFP A RFP is a way to receive proposed solutions to network problems in an organized and consistent form The RFP is written specifically as to what needs to be done, but very loosely in terms of how the responding company will accomplish the objectives In other words, state what you need done, but let the respondent decide how to do it

7 What is a RFP It is up to you then to decide which proposed solution is the best one Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 7

8 8 Decide What You Want Done The first step is to decide what you want someone else to do for you This should include what is to be done and the timeline for getting it done No one can bid if you cannot clearly state what is to be done

9 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 9 Next Get Organized Once you know what you want done, the next step is to get organized –Assign internal staff to handle the process This staff should involve everyone with a stake in the result –Identify and contact potential bidders –Set a project timeline

10 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 10 Prepare the RFP The next step is to prepare the actual RFP It will be written based on the requirements the organization identified in the beginning and the information received back from the RFI Next who will receive the RFP will be decided

11 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 11 Elements in the RFP An RFP does not follow a set format There are programs that will produce the RFP for you based on the entries made Common elements in a RFP include –Summary of the business the company is in –The objects to be fulfilled by the bidder

12 Elements in the RFP –Background for the Project The project in brief Ground rules such as –The price submitted is the final price with no rebids allowed –Bids turned in after the due date will not be accepted –Bids will be kept confidential –Bidders must only contact the designated contacts –Technical experts will be required to attend meetings –Proposals not meeting guidelines will not be accepted Timeline Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 12

13 Elements in the RFP –Description of the Current Network Diagram of the network Applications being used Site Information Constraints Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 13

14 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 14 Elements in the RFP –Proposed Network Overview with expected design New applications or changes to existing applications Business factors pushing this project Requirements Performance indicators Contract provisions

15 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 15 Elements in the RFP –Outline for Response Proposed network design Alternate network designs Reponses to general requirements Costs Implementation plan –Attachments if needed –Glossary so everyone is speaking the same language

16 Weighting Responses Assign weights to the required responses based on whether they are nice to have or fundamental requirements Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 16

17 RFP Template Let’s look at a sample RFP template from Faulkner a research firm Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 17

18 RFP Template Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 18

19 RFP Template Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 19

20 RFP Template Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 20

21 RFP Distribution The RFP can be printed and mailed or an electronic format may be used such as a CD, web site, or email Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 21

22 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 22 RFP Evaluation Two to three weeks should be allowed for the responses to come back Use the same team to evaluate all responses First eliminate the responses that are late, incomplete, or not in compliance with some requirement for the responses Use a scoring system to evaluate

23 RFP Evaluation This process may suggest additional questions or call for clarifications Bidders may be given an opportunity to present in person This is so especially for large projects If presentations are made by the bidders, ensure that they bring only three to five staff with them; you do not want to be overwhelmed Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 23

24 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 24 RFP Evaluation Try to get whoever will be dealing with you on a day-to-day technical basis to come, not just the salespeople Use a set format for the presentation so that you control the situation If a winner cannot be selected, compile a list of remaining issues for each remaining bidder

25 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 25 RFP Evaluation After the selection is made notify the winner and the losers Be gentle with the losers, you may need them again The same vendors who supply RFP preparation programs also have programs to assist with the evaluation

26 What is a RFQ Unlike a RFP a RFQ is used when the company knows what it wants All they need in this case is a confirmed price The RFQ is used as a shopping device to determine who has the best price or in some cases the best value, even if the price is higher Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 26

27 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 27 Lab Let’s write a basic RFP We’ll use some problem you see at DeVry as the thing to ask for help with So, what’s wrong with DeVry

28 Copyright 2000-2008 Kenneth M. Chipps Ph.D. www.chipps.com 28 Lab Overview –Business DeVry is in –Object to be fulfilled Background –Project in Brief –Ground Rules Current Status Proposed Status –Technical Requirements –Performance Indicators Outline for Response Glossary –What terms must we define


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