Preparing & Evaluating RFPs The PMO Role Kim Brain Senior Project Manager, Brain Works Consulting, LLC

Introduction/Opening Remarks Who am I? 3 Key Deliverables ▫Definitions ▫Techniques ▫PMO role RFP Lessons Learned 2 Brain Works Consulting, LLC March 23, 2008

RFPs are Created for: Existing Products Custom Product Development Services Pre-qualification Agreements 3 Brain Works Consulting, LLC March 23, 2008

PMO Role - RFP Development To the Project ▫Resource ▫Coach To the Organization ▫Add Value March 23, 2008 Brain Works Consulting, LLC 4

RFP – Table of Contents Introduction and Overview of Requirements Rules Governing Procurement Current Operating Environment Proposed Future Operating Environment Administrative Requirements Functional Requirements Cost Proposal and Bid Format Evaluation Process March 23, 2008 Brain Works Consulting, LLC 5

RFP – Table of Contents Appendices ▫Model Contract ▫Administrative Requirements ▫Bidder Qualifications Response Forms ▫Data Elements ▫Bidder Response to Requirements ▫Bidder’s Library ▫Glossary of Acronyms March 23, 2008 Brain Works Consulting, LLC 6

RFP Development & Evaluation 3 Key Deliverables ? March 23, 2008 Brain Works Consulting, LLC 7

3 Key Deliverables Requirements Model Contract/Statement of Work Evaluation Plan March 23, 2008 Brain Works Consulting, LLC 8

March 23, 2008 Brain Works Consulting, LLC 9 RFP – Table of Contents Introduction and Overview of Requirements Rules Governing Procurement Current Operating Environment Proposed Future Operating Environment Administrative Requirements Functional Requirements Cost Proposal and Bid Format Evaluation Process March 23, 2008 Brain Works Consulting, LLC 9

Requirements Current Operating Environment ▫Introduction ▫Stakeholders ▫Current Business Operations ▫Current Technology Systems March 23, 2008 Brain Works Consulting, LLC 10

Requirements Proposed Future Operating Environment  Conceptual model  Proposed Technical Environment  Expected Future Growth  Performance  Reporting  Security  Ongoing Maintenance and Support March 23, 2008 Brain Works Consulting, LLC 11

Requirements Functional Requirements ▫Bidder qualifications ▫Project team qualifications ▫Project management approach ▫Technical solution requirements ▫Business and Technical requirements March 23, 2008 Brain Works Consulting, LLC 12

Requirements Techniques to Prepare Requirements ▫Review information/other documents ▫Facilitated sessions ▫Modeling (workflow, process, data) March 23, 2008 Brain Works Consulting, LLC 13

PMO Role Templates and checklists ▫RFP sections ▫Requirements checklist ▫Hardware/software specification format ▫Diagram formats/standards Coach ▫Approaches to gather requirements ▫Lessons learned March 23, 2008 Brain Works Consulting, LLC 14

PMO - Value Add Facilitated Discussion How can the PMO add value to the project and the organization in the gathering of the requirements for the RFP? 15 Brain Works Consulting, LLC March 23, 2008

Model Contract Appendices ▫Model Contract ▫Administrative Requirements ▫Bidder Qualifications Response Forms ▫Data Elements ▫Bidder Response to Requirements ▫Bidder’s Library ▫Glossary of Acronyms 16 Brain Works Consulting, LLC March 23, 2008

Model Contract Standard Agreement Statement of Work Provisions ▫Contract ▫Information Technology 17 Brain Works Consulting, LLC March 23, 2008

Model Contract Statement of Work ▫Description of project ▫Deliverables – what and when ▫Requirements ▫Payment schedule ▫Project schedule ▫Maintenance March 23, 2008 Brain Works Consulting, LLC 18

PMO Role Templates ▫Schedule ▫Project Management Plan ▫Model Contract ▫Required deliverables Coach ▫Clear instructions 19 Brain Works Consulting, LLC March 23, 2008

PMO - Value Add Facilitated Discussion How can the PMO add value to the project and the organization in the development of the model contract? 20 Brain Works Consulting, LLC March 23, 2008

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Expectations of Buyer A response that: ▫Addresses the requirements (scope) ▫Instills confidence that the vendor understands the business objectives and can provide a solution ▫Meets budget and time expectations ▫Follows the stated instructions 22 Brain Works Consulting, LLC March 23, 2008

Evaluation of RFP Evaluation Plan ▫Scoring guidelines ▫Evaluation criteria Evaluation Workbook ▫Scoring worksheets 23 Brain Works Consulting, LLC March 23, 2008

Evaluation Criteria Example criteria ▫Business ▫Technical ▫Approach ▫Cost ▫Bidder qualifications ▫Team qualifications March 23, 2008 Brain Works Consulting, LLC 24

Evaluation Workbook Forms ▫Customer reference ▫Technical requirements ▫Business requirements ▫Project team requirements 25 Brain Works Consulting, LLC March 23, 2008

Evaluation Techniques Evaluation Approach ▫Analysis ▫Facilitation ▫Coordination ▫Record keeping ▫Synthesize 26 Brain Works Consulting, LLC March 23, 2008

PMO Role Templates ▫Evaluation plan ▫Evaluation workbook ▫Review checklist Coach ▫Approach to conduct procurement ▫Risk areas March 23, 2008 Brain Works Consulting, LLC 27

Value Add Facilitated Discussion How can the PMO add value to the project and the organization in the evaluation? March 23, 2008 Brain Works Consulting, LLC 28

RFP Lessons Learned Be clear and specific on: ▫Requirements ▫Instructions Client resource projections Version control Cross reference evaluation workbook to RFP sections Boiler plate language 29 Brain Works Consulting, LLC March 23, 2008

Templates RFP Evaluation Plan Evaluation Workbook Formats 30 Brain Works Consulting, LLC March 23, 2008

Questions/Comments ? March 23, 2008 Brain Works Consulting, LLC 31

Contact Info ▫Kim Brain ▫Managing Partner ▫Brain Works Consulting, LLC ▫ March 23, 2008 Brain Works Consulting, LLC 32