bud porter-roth - erms.com sources/ecm rfp.pdf · 2 platinum sponsor: gold sponsors: presentation...

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How to Write an Effective RFP

Bud Porter-RothPorter-Roth Associates


Presentation ObjectivesPlan and organize the RFP effort Outline each RFP section Review requirements, including administration, technical, management, and pricing Set realistic pricing goals Pre-screen a vendor list to select appropriate vendors Set up objective evaluation criteria for selecting the best solution Prepare for post-RFP activities, including site visits, reference checks, implementation activities, and more


Resource MaterialsThere are two recommended resource materials for this session.

AIIM TR27 – Electronic Content Management Request for Proposal GuidelinesRequest for Proposal: A Guide to Effective RFP Development by Bud Porter-Roth

Both are available at the AIIM Bookstore or, the book through Amazon


Agenda

Part 1 – Basic RFP GuidelinesPart 2 – Schedule ConsiderationsPart 3 – Evaluation Guidelines


Flash Drives

Record ManagementSystems

e-Mail Servers

Local Drives

WebServers

ImagingRepositories

PaperFiles

Electronic Document Repositories

Microfilm

BusinessSystems

Video Libraries

Photographs

PDAs


Which Technologies for Your RFP?

Document imaging (scanning paper)Electronic document management (EDM)Workflow technologiesRecords management (RM)Enterprise report management (ERM)Enterprise content management (ECM)Content management (CM)A combination of the above?


ECM Request for Proposals

Part One:Basic RFP Guidelines

“If you need a machine and don’t buy it, you pay for it without getting it….Henry Ford


What is an RFP?

An RFP is a grouping of requirements that defines the products and implementation services for an intended ECM project. Vendors review the RFP requirements and “propose” solutions that are based on that vendor’s products and services. Each proposal received may be responsive to the requirements but will differ in the actual products, services, and prices proposed.


What is a Proposal?

A proposal is a vendor’s interpretation of and response to your requirements. Each vendor may propose a different solution, based on their products, that will meet your requirements

Solutions will differ according to each product set, but still be responsive to your RFP

Prices will differ providing a range functionality vs. price

The result is that you have a choice of vendors, products, solutions, and project schedules that will best fit your needs


Why RFP?

Used when specifications cannot be sufficiently explicit to permit vendor selection based solely on priceVendor solutions/proposals will be based on different productsVendor proposals will differ in the services provided/offeredVendor pricing includes implementation and customizing services


Benefits of an RFP Process

Requires you to:Establish a real need for new product/systemDefine basic requirementsEstimate a budgetDevelop and establish project timelinesConsolidate & scrub final requirementsIdentify and monitor potential problemsGather information on products and vendors


Two Approaches to an RFP

Request for Information (RFI)More information is needed about what you are buying

Request for Proposal (RFP)Have a firm idea of what you are buying and are ready to purchase


Request for Information (RFI)

Used to research your potential systemUsed to verify H/W and S/W strategiesUsed to gather information about implementation strategiesUsed to gather pricing/budget informationUsed to gather vendor informationTypically not contractually binding


Request for Proposal (RFP)

Specifies requirements for a systemVendors “propose” a technical solutionSpecifies method for purchasing - the contract typeVendors price solutionsVendors propose implementation scheduleContractually binding


Outline for a Typical RFP

Cover LetterAdministrative SectionTechnical SectionManagement SectionPrice SectionAppendices

Volumes analysisNetwork informationSample contract


Cover Letter

Very brief project description – 2 sentencesWho is sending the RFP (IT, User dept., Purchasing)Contact info for questions and submittalsIf intent to bid form is includedImportant dates for

Vendor conferenceProposal due date

Any other pertinent information


Administrative Section

Anatomy of the Admin SectionExamples


Administrative Section

Introduction & overview of RFP RFP Ground rules

Bidder’s conferenceRelevant datesEtc.

Proposal submission formatEvaluation criteriaDemonstration requirements…..This is a good area to use ready made boilerplate


Administrative Section - IntroductionACME Bank is a federally chartered, publicly traded bank that ranks among the nation’s top 5 banks and internationally among the top 10 banks. Our main financial products range from private and personal banking to multi-national loans for large construction projects.

ACME leads the field for large construction loans in North America and is among the top banks in Europe, Asia Pacific, and Latin America participating in multi-national and multi-bank construction loans. ACME has one of the largest and most secure bank balance sheets in the world.

A world leader in multinational construction loans, ACME also dominates the market in risk management, financial structuring, fixed interest issuance and trading, foreign exchange dealing and derivatives, and maintains leading positions in corporate finance and equities throughout the world.


Administrative Section – ExampleACME Bank is releasing this request for proposal (RFP) for the implementation of an electronic document management system for loan servicing and processing. ACME is seeking to implement a global solution with a potential user base of approximately 20,000 users worldwide and would expect a solution of an appropriate scale.

Currently, loan documents and portfolios are managed in their paper document form, kept in secure vaults, and copies are faxed or couriered nationally and internationally when needed for review or signature. Electronic document management technologies will eliminate the need for faxing and courier services while providing secure storage, faster access to documents, and disaster recovery capabilities.


Technical Section

Anatomy of a Technical SectionExample requirements


Technical Section

Description of current business operationsDescription of current technical environment Description of proposed environment?Functional requirements for application(s)Technical system requirements

.net or JAVAWindows or UNIX or ??Legacy system(s) interface(s)


Requirements – Document ImagingVolumes of paper and/or filmCapture (backfile conversion?)Indexing (for each document type)Annotation capabilitiesWorkflow (examples of current processes)OCR/ICR/Full TextSecurity and access controlSearchRetention and disposal Records management capabilities (paper and electronic)


Technical Requirements – DM

VolumesCapture (bulk load)IndexingVersionsSecurity and access controlSearchRetention and disposalRecords management capabilities


Technical Requirements – RM

Work with all document types – paper, film, electronic, etcYour Record Organization – File PlanRecord Capture, classify, declare Records management, search, displaySecurity and access controlRetention and disposalApplicable standardsApplicable compliance areas – SOX, SEC, DOD


Technical Requirements - Workflow

Workflow analysisProvide current workflow processDon’t provide the answers…let the vendor demonstrate the new workflow, benefits, and savings


Writing Requirements

Shall = a requirementWill = a narrative statementShould = an objective or goal

OrDefine in the Administrative Section what language

is used to indicate a requirement is being stated


Brief Review of Requirements

A statement that identifies a capability, characteristic, or quality factor of a system in order for it to have value and utility to a userA requirement must be measurable in some manner so it can be evaluatedA product or service must exist in order to satisfy the requirement (“A camel is a horse designed by committee…”)


Management Section

Anatomy of a Management SectionManagement requirements


Management Section

Project management planSite preparation responsibilitiesDelivery and acceptanceMaintenanceTrainingDocumentationVendor quals and references


Management Section – Example Requirement

Supplier shall maintain a principal period of maintenance (PPM) from 5:00 AM Eastern time to 5:00 PM Hawaiian time. The supplier shall offer a call-in help desk functioning as a single point of contact for servicing all ACME locations. This help desk shall be accessible via an "800" number. The supplier shall be able to provide on-site personnel to ACME locations within two hours of the initial report of a problem. Problem resolution shall be within four hours from the time the problem was identified. In addition, each supplier shall describe escalation procedures for addressing problems that remain unsolved after a four-hour period of time.


Management Content Examples

Specify a Project Plan but……don’t provide the plan itselfVendors must develop and present their own plan and present it in the proposalEnsure that the plan covers:

SchedulePersonnelDependencies


Price Section

Anatomy of a Price SectionTypical pricing requirements


Price Section

Application softwareCost of “building the application”

System softwareVendor software, third-party software

System hardwareServers, scanners, workstations

CommunicationsSoftware, servers, cables


Pricing Section (cont.)

Project ManagementImplementation/InstallationMaintenanceTrainingDocumentationROI or Multi-year cost analysis (cost of ownership study)


Appendices

Anatomy of the Appendix sectionExamples


Appendices – The RFP Toolbox

Current technical environmentServersWorkstations

Current communications infrastructureWorkflow analysis diagramsCorporate technical standardsROI information about your company


Appendices - Contracts Info

Current contractNon-disclosure agreementsTerms and conditions documents


Basic Guidelines Summary

Use the correct RFI/RFP typeOrganization is the key to successConsistent level of information and terms is key to a successful RFP effortUse the Appendix for large detailed information and contractual informationLow price is not always the winner



Part Two:Schedule Considerations

“There is never time to do it right but always time to do it over.”


Overall Schedule Considerations

Original study and due diligence leading up to the RFPOrganize and write requirements

TechnicalManagementPricing

Review and approval of RFPProposal writing period need by vendorsProposal evaluation periodNegotiate the contract?


Overall Schedule ConsiderationsQuestions and answers for the vendors (it is ok to question vendors and get clarification)Reference calls and checks (short list)Product demonstrations (short list)Site visits (short list)Contract negotiations and awardImplementation startedUser testing and acceptance testingApproved system


Potential Schedule Issues

How much is enough time for writing proposals?Have vendors been given advanced notice? RFI? pre-RFP strategic meetings?Does the RFP require multiple vendors to combine in order to respond? Is the application simple (document imaging) or complex (imaging, document management, records management, etc.)


Schedule Considerations



Part Three:Evaluation Guidelines

“If you don’t know where you are going, any road will get you there.”


Proposal Scoring and Evaluations

Simple good/bad/maybe?Numerical scoring

Technical = 50 pts Management = 50 ptsWeighted scoring

Use a multiplier *2

Low price wins? Price is not evaluated?


Example Matrix – Non-weightedDescription Points

Administrative requirements 100

Technical requirements 100

Management requirements 100

Price 100

Presentation & demonstration 100

Total 500


Example Matrix – Simple WeightedDescription Points

Administrative requirements 50

Technical requirements 700

Management requirements 100

Price 100

Presentation & demonstration 50

Total 1000


Example Matrix – Complex Weighted

Description Points Weight

Administrative Requirements 100 .1

Technical Requirements 100 .4

Management Requirements 100 .3

Price 100 .1

References & Quals 100 .2


Example Scored Evaluation

Description Points Weight Score Total

Administrative Requirements 100 .1 50 5

Technical Requirements 100 .4 85 34

Management Requirements 100 .3 75 22.5

Price 100 .1 100 10

References & Quals 100 .2 92 18.4

Total 89.9


Example Evaluation Spreadsheet

RFP Reference

Point Value

Total Points

2.5 2002.5.12.5.1.1 25 252.5.1.2 25 202.5.1.3 25 152.5.1.4 25 252.5.2 100 100 10 0

Search RequirementsSearch methods

Bonus points for additional search methodsUse of Metatags

Std key word search Std Boolean search

Natural language search Proximity search


Evaluation Report

Names of all vendorsOutstanding issues/problemsEvaluation criteria reviewReview of short listed vendorsFinal recommendationReasons whyAny concerns/issues/risks that should be addressed


Evaluating Risk

“Risk” is a potential issue witha vendora product/implementationthe project itselfyour company

Risk can be an important evaluation factorAsk yourself what are some examples of risks for your project? Note them down and be prepared to address them.


Evaluation Summary

All “requirements” should be evaluatedAll requirements may not have equal weight and must be evaluated accordinglySite visits and talking with established customers is often overlooked but is a “must”Evaluation is often underrated but should be given proper resources and time


ECM Request for Proposal Summary

RFIs and RFPs will help you purchase and implement the right solutionOur community, ECM, is a diverse universe with many overlapping technologies and vendorsVendors have strengths and weaknesses within their product linesThe “RFP process” provides you will a roadmap that both you and vendor will follow


Instructor Information

Bud Porter-RothPrincipal Consultant

Porter-Roth Associates

[email protected]://www.erms.com

415-381-6217

mailto:[email protected]

http://www.erms.com/


Instructor Information

Porter-Roth AssociatesConsults in RFP development and writingAssists in developing technical and management requirementsProvides workshops, seminars, and on-site trainingReviews RFPs prior to releaseLeverages your existing resources

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