Requirement Assessment & RFP Strategy Development
A Request for Proposals or RFP strategy, is one of the standard solicitation strategies used to compete contract opportunities. It meets the expectations of government policy, applicable trade agreements, and common law. A successful RFP process will provide a fair, open, and transparent procurement, allowing for effective solutions and programs with reliable contractors. The use of a RFP template is mandated by government policy, therefore assures compliance with government and common law requirements. It is designed to ensure information is communicated through proponents and that all proponents have access to this information.
Benefits of RFP Strategy Development
RFP is an internal practice and discipline that allows you and your company identify information system requirements in detail. RFP Strategy allows consistent alignment with government policies, common law, and trade agreements throughout the entire enterprise.
RFPs contribute to a clear vision of what is needed, how and by what deadline. Helps build a clear idea of pricing, value and available resources, resulting in better awareness of your brand and services.
It is the best way to get you and your company on the same page. It ensures all relevant information is being relayed to not only appropriate departments but all departments will be able to have access to all information.
The Requirement Assessment and RFP Development methodology consists of two phases:
Business mapping and data documentation with goals being to find a solution that will automate all grants management processes, including grant approvals, payments, analysis, and reporting for all grant programs.
The business mapping and data documentation processes will identify current “as is” processes and proposed “to be” processes. The “as is” and “to be” portions of the business process mapping will include:
- Process summary
- Process Map
- Integration to process and systems to include documenting how the process interact/rely on data and software
Preparing a cost-benefit analysis that compares at least 3 alternatives for a grants management system, document business and technical requirements, drafting the grants management system RFP and facilitate a comprehensive vendor evaluation and selection process.
In addition, tasks may include purchases related to business process mapping:
- Developing statement of need/scope of work for request for bids/proposals
- Evaluating and reviewing bids/proposals for associated purchases
- Implementing solutions associated with “to be” business processes
- Providing recommendations for the most adequate and cost effective processes
- Assisting employee education/training regarding new business processes
The aim of this is to furnish all labor and resources to conduct business process mapping for the purpose of analyzing and recommending appropriate changes to improve efficiency and effectiveness as well as customer service.
There are 4 steps to the Standard RFP Strategy Process:
This step consists of the assessment of the requirements, timeline, and scoring criteria. The scope and budgeting of this must also be determined in this step, before advancing in the rest of the RFP process.
Drafting the RFP
The creation of the RFP is the fourth step in this process. It must include an introduction, statement of purpose, some background information, scope of work, establish the budget and project schedule, and contract terms and conditions.
Issuing the RFP
The third step of the RFP process requires the drafted final of the RFP contract to be submitted and distributed to networks to undergo review.
Reviewing Proposals and Awarding Contract
This final step consists of the scoring of the RFP, where the contracts will be awarded.
Draft Project Management Plan and Schedule, subject to Review and Approval
Phase 1: Business Process and Data Mapping
Draft documented as-is processes with descriptions and process flow diagrams in a format that can be updated
Draft approved and documented to-be processes with descriptions and process flow diagrams in a format that can be updated
Prepare spreadsheet, in format to be approved id advance, of process data elements, including format, owner, and source
Present weekly reports with updates showing what has been done and progress to schedule
Draft Project Management Plan and Schedule
Phase 2: Optional Contract Line Item Duties and Tasks
Prepare a cost-benefit analysis that compares at least 3 alternatives for a grants management system, including implementing grants management on the platform and implementing a commercial off-the-shelf grants management system
Assist in drafting grants management system RFP
Draft document listing software demonstration scenarios
Draft documentation of vendor proposal evaluations
Draft document describing software demonstration instructions and scenarios
Draft documentation of software demonstration evaluations
Create presentation summarizing results of vendor evaluation