Transcript الحكومة الإلكترونية .. التحديات والآفاق

Effective Request for Proposal
for effective businesses
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Agenda
RFPs What , why and when
Elements of well written Rfp
Process of writing effective Rfp
What effective Rfp has and has not
Electronic Rfp , Advantages and disadvantages
Example; RFP for Web Site Project
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
What is RFP ?
Definition:
An RFP (Request for Proposal) is a document commonly written
by an organization seeking bids from potential vendors. The
RFP serves as a base line of project requirements on which
competing vendors may price their services.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Why to use RFPs ?
Because many organizations may not have the specialized
talents and capabilities to create some potential products, it
may become necessary to request the assistance of an
outside vendor or contractor.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
RFP become a vehicle that allows both organizations and vendors to
establish a dialogue and to work from the same set of rules,
requirements, schedules, and information. The opportunity to have this
dialogue is an important element in the process, because RFP
requirements are often not clear and the vendors, as the experts are
allowed to question and interpret what is being requested.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
When to use RFPs ?
The RFP process, provides greater flexibility for the organization and
competing contractors. Both sides have more freedom to propose
innovations or variations regarding service delivery, price, and payment
method. An RFP is the most appropriate contracting mechanism, where
service quality is usually critical, because the scoring criteria for an
RFP can place a greater emphasis on quality than cost.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
When to use RFPs ?
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Multiple solutions are available that will fit the need.
Multiple suppliers can provide the same solution.
Buyers seek to determine the “best value” of suppliers’ solutions.
Products for the project cannot be clearly specified.
The project requires different skills, expertise, and technical
capabilities from suppliers.
The problem requires suppliers to combine and subcontract
products and services.
Final pricing is negotiated with the supplier.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
What to do Pre-RFP
1. Gather Information About Vendors and Products (RFI)
Identify potential vendors + Contact them and request information about their
company and capabilities + examples of their work + references+ Information
about products.
2. Qualify Potential Vendors
Use gathered information to choose vendors who have the capability to
produce the materials you want and , include in your decision variables such as
geographical location, industry experience, reputation, size of staff, and
quality/level of work.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Elements of well written Rfp
1- Organizational Overview (founded in, Vision, area of business…)
2- End users overview ( technical, mangers, clerks…)
3- Deliverables Overview (names and purpose of the products)
4- Required Proposal Format
4-1- Technical Proposal : Vendor should include time-lines, projected
required personnel, and schedules for completing the project.
4-2- Time-Cost : Vendor must detail the time and costs that will be
required to complete the project.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Elements of well written Rfp
5. General and special condition : government conditions
6. Request for References : number of Clients with similar products
7. Submission Deadline : day , month , year
8. Submit Proposal To: name and address
9. For Additional Information or Clarification, Contact info: name,
email, phone
10. Evaluation and award basis : Lowest Bid
11. Award date: day, month, year.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Process of writing good Rfp
A successful RFP process requires us to do the following:
1. Formally recognize a deficiency or need in current operations that could be
resolved through the purchase of equipment or services
2. Develop and implement a plan for understanding the problem
3. Identify appropriate potential suppliers and solutions
4. Gain visibility for internal acceptance of the identified need and potential
solutions
5. Establish the project budget
6. Develop a project schedule and organize project personnel
7. Evolve real requirements and ensure that they are clearly stated and
measurable
8. Develop rigorous evaluation criteria, thus ensuring an objective evaluation
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Process of writing good Rfp
A successful RFP process requires us NOT to do the following:
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Not enough time has been allocated for the RFP process
Requirements are overly restrictive and limit suppliers to predetermined
solution
Requirements unfairly limit the range of suppliers who may participate
Requirements are either not clear or downright ambiguous
Project deadlines are too short to allow for reasonable project development
by suppliers
The project team has not been fully educated about available technologies
A budget has not been established, or has been on unverified data and is not
sufficient for the project
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Proposal Evaluation Criteria
Evaluation criteria
Vendor financial stability
Percentage
Required
Pervious experience in same work
20 %
Staff Qualifications
20 %
Technical proposal
30 %
Cost Proposal
30 %
Total
Information & Decision Support Center (IDSC) – Egypt
100 %
© M. Khorshed
Writing and reviewing the RFP
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Dedicate sufficient staff to prepare the RFP.
Allow enough time for RFP preparing , reviewing and
approval.
In critical cases, See (But Do not Copy) others experience,
Consider using a consultant to draft RFP
Get input from partners, expertise's, potential contractors to
improve RFP
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Managing Post RFP process
From the time the RFP is released until contract signing, org. must
complete most, if not all, of the following tasks:
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Distribute the RFP to all interested parties;
Receive and respond to written questions about the RFP;
Conduct a pre-proposal conference for interested bidders;
Produce and distribute a transcript of the conference;
Distribute any amendments to the RFP resulting from bidders' inquiries;
Receive, review, and rank proposals;
Check bidders' references;
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Managing Post RFP process
• Request written clarification of proposal information from some
bidders;
• Request and review best-and-final offers from the top firms;
• Recommend a winner to the appropriate decision-making authority,
complete with documentation for the recommendation;
• Negotiate amendments to the proposed contract with the designated
winner;
• Notify other bidders of the impending decision;
• Respond to inquiries or protests from losing bidders;
• Participate in a public meeting in which the contract award is made.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Electronic Request for Proposal
Electronic Request for Proposal is enabling production, assembly, and
actual electronic publishing of RFPs, accepting electronic proposals in
response to the RFPs, and post-RFP electronic selection of proposal to be
awarded a contract.
The benefits of being able to compare proposals which use a common
format will make your job much easier when it comes to selecting a
qualified vendor, by saving time, effort and having the best choice.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
E-RfP…Do it Your self, Or out source it.
STEP 1;
The information requester/buyer incorporates their own specific queries into ready
to go eRFP form, with customized welcome note and Co logo.
STEP 2;
The Companies you require info from, are directed to the unique URL of your
eRFP and complete/submit their responses.
STEP 3;
All the information submitted by the Companies is collated onto a single MS
Excel spreadsheet and sent to you for easy review.
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Advantages of eRFPs
1.
Predefined and Customizable RFPs
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Reduce the time and cost.
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Reduce administrative burdens.
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Availability of complete audit trail.
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Eliminate paper intensive processes.
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Increase efficiency.
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Instant on-line monitoring of the evaluation process
8.
Availability of real-time reports
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Disadvantages of eRFPs
1.
Security…Is it safe enough!!?
2.
Culture… Change management
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Law… Is it compatible with our laws?
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Technical… Do we need new infra-structure
5.
Training…staff need training
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Template
Steps of RFP for Web Site Project
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
RFP for Web Site Project
1. Project Scope:- A brief background of your company.
- A brief description of this project.
- Budget -it's helpful to include it in your RFP so that developers can tailor
their solutions they propose to match your budget needs. Also, it will help
save you the pain of exchanging a lot of ideas with developers who are out of
your price range.
- Time frame:- include any project deadlines you may have. crucial meetings,
milestones, cut-off dates, etc. that the developer should be aware of. Be
realistic with a time frame; for example, an average brochure-ware site can
take anywhere from 6-8 weeks. However, depending on the project and its
complexity, it's good to know ahead of time how flexible you are willing to
be with the project's completion date
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
RFP for Web Site Project
2. Target audience
- Demographics - who will be the main users of your site?
- Comfort level with technology - how technically savvy is your audience?
-Will they know how to deal with plug-ins, for example?
Audience base - how large do you expect your user base to be?
3. Technical infrastructure requirements
- Server hardware/software requirements = - are there specific server software,
operating system, application servers, database, etc. that need to be used?
- User requirements = are users on a particular type of browser? Will users have
high-speed connections, or will many be on modems?
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
4. Design requirements
- Are there color palette and font treatment requirements or preferences, if any?
- Do you have corporate identity guidelines from your company that must be
followed? If so, how will the developer be able to access these?
- How should the site "feel"? Include some adjectives to describe what your site
should communicate.
- Examples of sites you liked /disliked, and why. Will there be any animated
elements (i.e. Flash animations)?
- How many? How long should they be? How are they going to be used?
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
5. Functionality/programming requirements
- Will there be forms on the site? If so, how many? How should they be
handled? (e.g. e-mailed to recipients, stored in a database, etc.)
- Will the site require tools to manage information (e.g. ability for staff to
update press releases or quarterly reports)?
- Will there be any e-commerce on the site? If so, who will be entering data on
products offered?
- How will transactions be managed?
- Are there any other interactive features the site should have? What are they,
and how do you envision them to work?
- Will there be any animated elements (i.e. Flash animations)? How many?
How long should they be? How are they going to be used?
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
6. Production/integration requirements
- Will there be downloadable documents on the site (e.g. MS Word documents,
PDFs, etc.)? How many?
- Will you have other non-HTML content, such as audio or video files?
7. Project Management
- Who will be the main point of contact on your staff?
- How will the tasks be divided between you and the developer in order to
complete the project?
- Are there any third parties (subcontractors, etc.) that will also be involved in
the project?
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed
Case Study
Building and Hosting Egypt’s 27
Governorates Web Pages
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Thank You
Information & Decision Support Center (IDSC) – Egypt
© M. Khorshed