RFP Process

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• Diane Andolsek
• VP, Online Development
• WEATHERHEAD Experience Design Group, LLC
• Seattle, WA
• Former Director of Online Development
• Experience Music Project

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S E R V I C E S

• Interactive exhibit design and development
• Exhibit and online planning and content
  development
• Digital archive planning and development
• Multimedia, Web, DVD, CD-ROM, graphic design and
  production
• Media production (film, video, audio)
• A/V, PDA, and computer system infrastructure
  planning and development
• PDA, Windows and kiosk software design and
  development
• Project management

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T h e R e q u e s t F o r P r o p o s a l

• A typical RFP
• Is a 20-30 page document describing the scope of
  the project
• Includes a project, overview, schedule, list of
  deliverables and protocols for submission
• Is appropriate when choosing one firm among
  several youd like to work with

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T h e R e q u e s t F o r P r o p o s a l

• Should be sent after prior notification
• A cry for help
• Vendor is on in 20
• Should not be used to qualify groups
• Shotgun RFPs and other misuses

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G e t t i n g S t a r t e d

• Writing RFPs are resource and time-intensive!
• Pre-RFP
• Identify internal team
• Project schedule (Porter-Roth Appendix K)
• Needs analysis (WEDG Project Profiler)
• Requirements doc

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G e t t i n g S t a r t e d

• Budget
• Identify potential vendor candidates
• Send brief pre-RFP letter and request
  info/samples
• Review samples/qualify candidates
• Optional Pre-RFP conference with candidates
• Develop final list of candidates, estimate RFP
  release date

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P r e p a r i n g R F P s

• Develop schedule for preparing RFP
• Review Requirements doc
• Evaluation criteria how will you measure
  vendors response?
• Compare completed RFP and evaluation criteria to
  budget
• Reestablish contact with list of vendors

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P r e p a r i n g R F P s

• Send/publish RFP
• FAQ on web site (if you have one)
• Electronic copy of RFP
• Password protect
• Be prepared to hold conference call if needed
• Be prepared to receive/respond to vendors
  questions
• Email only, no phone calls
• Be helpful but dont let vendors work around your
  process!

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A n a t o m y o f a n R F P

• Confidentiality statement
• Project overview
• Proposal requirements
• Budget
• Protocol for Submitting

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A n a t o m y o f a n R F P

• Contact information
• Team description and review process
• Schedule for review
• Appendix

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P o s t R F P

• Evaluate proposals
• Eliminate first round/notify
• Short list 2-3 finalists
• References/review work
• Follow up call/Visit
• They come to you
• You go to them
• Best and Final Offer (BAFO)

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P o s t R F P

• Select vendor/notify
• Debrief?
• Document why you didnt select
• Store proposals
• Contract negotiation
• Launch project

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C l i e n t s A r e E n t i t l e d T o

• Good estimates
• Honest, constant communication
• A written contract
• Immediate notification of delays, problems, and
  extra expenses
• Pay only for authorized work

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C l i e n t s A r e E n t i t l e d T o

• Audit hours if billed hourly
• See project progress
• Reasonable turnaround and response
• Reasonable security and privacy precautions
• Deliverables that work as specified
• Own all appropriate rights

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V e n d o r s A r e En t i t l e d T o

• Know what the budget range is up front
• A completed project profile
• A written contract
• Have their time valued client delays cost
  contractors money
• 20 50 of bid upfront

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V e n d o r s A r e En t i t l e d T o

• Prompt payment
• Manage the process without being micromanaged
• Make up for their mistakes
• Be paid for consultative work or ideas
• Be told when they are out of the running
• Retain all appropriate rights

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R e s o u r c e s

• Request for Proposal A Guide to Effective RFP
  Development by Bud Porter-Roth, 2002

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R e s o u r c e s

• Secrets of Successful Web Sites Project
  Management on the World Wide Web by David Siegel,
  1997

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R e s o u r c e s

• WEATHERHEAD Experience Design Group, LLC
• http//www.weatherhead-design.com/downloads/mw2003
  

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