Copyright Kenneth M. Chipps Ph.D.

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

Objectives Learn how to use a RFI, RFP, and RFQ Copyright Kenneth M. Chipps Ph.D.

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 Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

What is a RFP It is up to you then to decide which proposed solution is the best one Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Kenneth M. Chipps Ph.D.

Elements in the RFP Description of the Current Network Diagram of the network Applications being used Site Information Constraints Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

Weighting Responses Assign weights to the required responses based on whether they are nice to have or fundamental requirements Copyright Kenneth M. Chipps Ph.D.

RFP Template Let’s look at a sample RFP template from Faulkner a research firm Copyright Kenneth M. Chipps Ph.D.

RFP Template Copyright Kenneth M. Chipps Ph.D.

RFP Distribution The RFP can be printed and mailed or an electronic format may be used such as a CD, web site, or Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

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 Copyright Kenneth M. Chipps Ph.D.

Copyright Kenneth M. Chipps Ph.D.

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Copyright Kenneth M. Chipps Ph.D.

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