Organizing the RFP Presentations – Part II of II

June 12th, 2015

What are you doing to ensure a successful short-list RFP presentation?

 

Today’s post is from our SafeSourcing Archive

Yesterday we looked at the planning that needs to go into the initial phases of Request For Proposal meetings to make them successful.  Understanding the format and agenda are key ingredients to structuring the evaluation of the presentations and in helping guide the vendors on what needs to be talked about or shown.  Today’s blog will wrap up this two-part series by focusing on the final details and the structure for formally evaluating the presentations in a way that will ensure the comparison criteria are as similar as possible.

Fill in the RFP holes – No matter how much time is spent preparing an RFP there will always be holes of information created either by missed content or by new questions arising from how the vendors initially responded.  Many times this will include clarification on pricing models, more depth on service and how it is measured or a deeper dive through a live demonstration of the features of a software tool that is being highlighted in the vendor’s offering.   While there will still be time to follow-up with questions after this meeting, it provides a great forum to level each vendor’s solution with the others.

Scoring made easy – The biggest pitfall many companies fall into when organizing their RFP presentations is determining how they will evaluate the presentations of each vendor.  Having a high-level agenda is a great start and will go a long way to providing a side-by-side view and sometimes that is all that is needed.  Frequently, however, especially with software solutions, giving the vendors a script or use-cases to demonstrate will help build an internal scorecard that can be used to score and evaluate each feature and piece of functionality.  Some vendors choose to publish the scorecard in advance to the vendors so that they know what pieces will be evaluated and sometimes this scorecard is kept for internal use only.

Housekeeping details – Once the dates & times, duration, format and content are decided and delivered to the vendors, the final piece will be to ensure that the vendors have the final “housekeeping” details for the presentations.  If an online method is chosen, this will mean ensuring a webinar invite has been prepared and sent with a tool all evaluators can use effectively.  If an onsite presentation is chosen, making sure that the address and contact details have been provided to the vendors so they know where to go and who to ask for when they get there.  Publish or solicit the need for internet and projector requirements and provide the vendors with the list of people who will be attending as well as receive the list of their presenters in case security needs the information in advance for onsite meetings.

A Request For Proposal is a very valuable information gathering process by which companies are able to gather the what is needed to make important decisions.  Seeing the process of planning all the way through the end will ensure the best comparisons can be made and turned into decisions that provide the company with the most value.  For more information about SafeSourcing or on our “Risk Free” trial program, please contact a SafeSourcing Customer Service Representative.  We have an entire customer services team waiting to assist you today.

We look forward to your comments.

If you thought this page is useful to your friend, use this form to send.
Friend Email
Enter your message

6 Responses to “Organizing the RFP Presentations – Part II of II”

  1. Good info. Lucky me I ran across your website by chance (stumbleupon). I’ve saved as a favorite for later!

  2. Hans Lunn says:

    In this grand scheme of things you actually secure a B+ with regard to effort and hard work. Where you confused us ended up being on the specifics. You know, as the maxim goes, details make or break the argument.. And that couldn’t be much more true here. Having said that, let me tell you what did give good results. The text is definitely very powerful which is most likely why I am making an effort in order to opine. I do not make it a regular habit of doing that. Secondly, despite the fact that I can certainly see a jumps in reasoning you make, I am not convinced of just how you seem to connect the details that make the conclusion. For right now I will, no doubt subscribe to your issue however wish in the near future you link your facts better.

  3. Unquestionably consider that which you said. Your favorite justification seemed to be at the net the simplest factor to understand of. I say to you, I certainly get annoyed at the same time as other folks think about concerns that they plainly do not know about. You managed to hit the nail upon the top as smartly as defined out the entire thing with no need side effect , folks can take a signal. Will probably be back to get more. Thanks

  4. 50 OFF for all private proxies – spend money on proxies nowadays for DreamProxies.com

  5. Pretty! This has been a really wonderful post. Thank you for supplying this info.

  6. Mayme Teque says:

    Excellent website. A lot of useful info here. I am sending it to several friends ans also sharing in delicious. And certainly, thanks for your sweat!

Leave a Reply