During the search for software, a Request for Proposal (RFP), Request for Information (RFI) or Request for Quote (RFQ) is sent to pre-selected vendors. Typically this is part of the software search and selection process.
RPE has compiled an extensive collection of questions to help evaluate how each vendor addresses the required function.
Since we are highly experienced in implementations, we also have considerable insight into the preparation and offer more than just asking the right questions. Our processes probe deeper and pinpoint key areas of differentiation.
RPE's Approach
For definitive purposes, RPE uses the RFI during initial contact to obtain information on the vendor and the product. After one or more vendors have been pre-selected, a formal RFP that uniquely addresses requirements is developed.
For a more simplified process and to address the specifics of just licensing and related costs, a RFQ can summarize and highlight just the costs of acquiring and licensing an application.
Key elements include:
- Introduction, general information, defining evaluation criteria and guidelines for demonstrations.
- Background and history of client organization and objective of the process.
- Target vendors, their background, market position and outlook.
- Discovery of desired functionality and initial gap analysis.
- Prepare demonstration scripts and organize demonstrations from qualified vendors.
- General questions such as user interface, volume and scalability considerations, auditing, upgrades, support and more.
- System requirements such as hardware, OS and database.
- Application integration and interfaces, implementation components and considerations.
- Contractual requirements and pricing proposal.
- Reference checks and assistance with license negotiations.
- Planning and acquisition of hardware, operating systems and utilities.
