© 2005 Baker Robbins & Company

Practical RFPsA More Effective Process in Less Time

ALA 34th Annual Educational Conference

April 18, 2005

Dave Cunningham

Baker Robbins & Company

Request for Proposal Issues

RFP documentation is often not part of the final solution Timeline is long; effort is high Working with vendor’s Marketing team, not Engineering RFP often does not effectively communicate the business issues

Request for Proposal Benefits

Fits a law firm’s consensus nature Provides discovery up-front Reflects an open, fair process Identifies timelines and expectations

Terms

Request for Information (RFI) Request for Quote (RFQ) Request for Proposal (RFP) Invitation to Tender (ITT)

An Effective Selection Process

Use RFPs sparingly

Relevance of RFPs

Duration

Standards

ProfessionalServices

IT Outsourcing

Facilities

KnowledgeManagement

RFQs

An Effective Selection Process

Use RFPs sparingly Identify new processes or business practices Make designs and selections interactive Phase the selection and implementation Get to the “proof” stage

Selection Process - Open-ended RFP

Discovery AnalysisRecommendations

and Design

RFP

Selection Process - Open-ended RFP

Discovery AnalysisRecommendations

and DesignRevisit

Requirements

RFP

Selection and Implementation Process - Firm Design

Discovery AnalysisRecommendations

and Design

RFP

Selection and Implementation Process - Firm Design and Phased Milestones

RFP

Discovery AnalysisRecommendations

and Design

Proof of Concept Pilot Implementation

Vendor Solution

RFP

Selection and Implementation Process - Firm Design and Phased Milestones

Discovery AnalysisRecommendations

and Design

Proof of Concept Pilot Implementation

Vendor Solution

RFP

Selection Process (No RFP) - Proof of Concept for well known or unstructured solutions

DiscoveryProof ofConcept

Pilot ImplementationLikely

VendorSolution

Selection Process (No RFP) - New business processes

Discovery Pilot ImplementationInteractive

SystemDesign

InteractiveProcessDesign

Practices to Improve RFPs - Framing the Issues

Incorporate business process and role changes Describe problem (not just product or service functions) Have a realistic scope – appetite vs. budget Identify unique aspects of the firm Consider identifying roles Involve subject matter experts

Practices to Improve RFPs - Establishing the RFP

Collaboration vs. structured formality Specific instructions vs. seeking best practices Phased vs. comprehensive Contract terms within vs. after RFP Part of contract Standardized pricing Supporting information

Practices to Improve RFPs - Executing the RFP

Structure the demonstrations Drop the bidder’s conference Follow-up with all vendors Be professional and timely; it reflects the quality you expect

RFP/Selection Examples

IT Storage Outsourcing Services Financial System Telephone System Firm Planning

Case Study: IT Outsourcing

Strong in filtering unqualified suppliers Specific expectations allowed quick selection Allowed supplier to specify terms

Exhaustive Shot too high Overran vendor best practices

Questions

Dave Cunningham

Baker Robbins & Company

www.brco.com