RFPs are a double-edged sword for many vendors. In the first article, we looked at the challenges with layout and content. In this second installment, we look at the challenges vendors experience in the process from the point they are made aware of the RFP to the submission of the bid.
This two-part article will provide you with some insight into some of the most frustrating aspects that vendors experience when they attempt to decipher the hieroglyphics found in the proposal documents. The first part will focus on the content of the RFP.
Some RFPs are bad…really bad. It makes you wonder how clear the purchasing organization is on what they are trying to achieve. Here, we look at the process that an organization goes through in preparing and issuing an Request For Proposal--and identify some best practices.
Where evolving procurement requirements come from, and why, is in reality no different than how requirements evolve in any organizational area. The challenge is that they compound themselves, layering restriction upon constraint upon requirement. What can an organization do to improve its procurement efforts? What can be done to make procurement work in support of projects rather than be a barrier, roadblock or black hole?
Have you ever thought about the RFP process from the other perspective--the potential vendor who responds? An RFP response is more than just a proposal to supply products and/or services; in many cases it is an opportunity to showcase a potential vendor to the procuring organization. But when some vendors reply to RFPs, you have to wonder what they thought that they were bidding on. In this article, we flag some of the things vendors should consider.
If you need a quick Application Selection Project, this plan is for you. Strategy, vendor evaluation and value streams are integrated with selecting the right package.
E-learning is a volatile industry. Incorporate these best practices into your RFPs and information requests to improve your odds of success.
There’s more to vendor management than deliverables and deadlines. Let's look at a few basic concepts that will help PMs avoid some of the biggest pitfalls.
A new agile procurement process--one that can operate in conjunction with and alongside an agile software development methodology--should significantly improve both the procurement of software vendor’s services and and successful delivery of software projects. This article will explore the underlying principles as well as map the reconciliation points required to harmonize agile development and procurement methods.
Are you signing a contract to outsource a software development project to a vendor? Ask these questions to make sure you know what you're getting and are getting what you are paying for.
Not only is this document a practical lesson in the principles and approach of a project management office (hopefully, yours!), but it could also double as boilerplate verbage for the risk assessment section of responses to RFPs as well as reports to the client.
Buying a software package? How do you know which package best suits your business environment and which vendor will serve you best? This checklist will help you evaluate the key questions and tend to the important details of procuring the right packaged application.
Many, if not most, projects rely on outside suppliers — vendors, contractors, consultants — for critical activities and expertise. But these partnerships can do more harm than good if ground rules aren’t established and respeected throught the project. Here are seven factors for working successfully with your project’s external participants.
Need a large-scale application package and don't know where to start to pick one? This Microsoft Project plan details how to evaluate qualified vendors and packages, then guides you through the process of selecting an application package for implementation.
Need some help with preparing your vendor contract? This presentation will help with the management of delivery and your relationship with the vendor.
Use the project plan to take your Ariba installation from Procurement through Deployment, right up to Negotiating contracts and maintaining your system.
From developing an activities schedule to completing the contract paperwork, this plan will help keep you focused on your next software acquisition.
This will be the first in a series of articles that will look to provide the background of issues involved with managing an agile software development project under a traditionally linear and sequential project procurement process. Software development has been deliberately chosen for the example industry since that’s the domain for which agile is most typically used, but for those using agile in other industry domains, the general issues and proposed solution should work equally well within your industry.
If you're about to enter into a contract, you need to understand the risks involved. Thoughtful pre-contract preparation, review and follow-up will go a long way toward keeping your company out of legal hot water.
In uncertain economic times, think public! Government projects can be the cure to what’s ailing you.
There are lots of packaged applications out there, so which is the right one for your business? This thorough questionnaire and checklist will cover the important aspects of the selection process so that you can make an informed decision on a package and vendor. It is particularly oriented toward data warehouse/business intelligence packages, but can be adapted to other kinds of vendor application packages.
Establishing the service levels that are required and ensuring that they are maintained are vital to vendor relationship management. Use this presentation in conjunction with the Vendor Contract Preparation and Managing Vendor Relationships presentations.
There is lots of great information available on how to use agile methods for custom software development projects, but less so for package implementations. Commercial-Off-The-Shelf solutions make up a large percentage of the IT projects undertaken by companies each year, and many organizations are missing out on benefits that an agile package approach can bring.
It is in the organization's interest to make the vendor relationship work. Use this presentation in conjunction with the Contract Preparation and Service Delivery presentations.
Get help starting an essential contract management system by using this project plan.
Does the use of agile project management require new contract models in order to be successful? Can agile project management be used with traditional fixed-price contracts? Does agile project management require a new type of contract (and if so, what kinds)? Furthermore, wouldn’t a new type of contract discourage the use of agile PM?
Have you landed a nice, fat, multi-year project contract? Congratulations! Now download this Excel spreadsheet to help track the actual costs of servicing this contract over time.
The relationship forged with strategic providers can make the difference between success and failure within the organization. Here, the value proposition they represent is often based more on their service and support levels than price. In essence, SPs become de facto stakeholders with the organization--and thus require special consideration in terms of how the relationship is cultivated and managed.
How robust and ready for launch is your project? Rate your own project on many success-indicator details in important areas using this extensive questionnaire. The results should help you discover your project's maturity level in terms of probabilities for success and where adjustments should be made.
Sooner or later, your company will have work with consultants and professional services providers. This sample contract can give you guidelines about the kinds of matters you must make legal provision for when outsourcing work to people and companies outside your corporation. To avoid nasty legal misunderstandings, however, we advise you to have your own legal department or lawyer review this or any contract you make between your company and an outside service provider or consultant. (Our lawyers made us say that!)
Ah, the ties that bind! A good contract will protect everyone's interests, and that includes the subcontractor's, too. Spell out all arrangements in detail, and know what both sides are getting into. Note: This contract is no substitute for legal advice.
Agile methods deliver many benefits in terms of their flexibility to cope with changing requirements and priorities. However, this adaptability and reluctance to be tied down on scope can create contract problems when trying to form supplier agreements or outsource work. Part 1 of our two-part series covers the challenges of agile contracting and offers some of the packaged solutions created so far.
Avoid legal pitfalls when working with contracts by referring to this quick guide--and consulting with corporate counsel.
Ending the project is about more than just post-mortems and parties (don't worry, you can still have those, too!). Here we explore why we want to ensure that the project adds to the overall organizational knowledge--and how formal closure to all of the project elements must leave no confusion, gaps or misinterpretation.
How do you officially "borrow" the team members you need for your project if they belong to another project or department? Here's a formal contract for procuring their time.
Even if you aren't working under contract, it's wise to make sure employer and employee are on the same page. This agreement defines the terms of employment at will for any situation.
Your client will want a good ballpark estimate of how much it will cost to construct his project. This form gives you a quick way to get those costs down on paper.
A construction contract is complicated, not just in wording (leave that to the lawyers!), but in all the steps it (and you) must go through to turn the wishes of the client and the words on paper into a viable construction project. Use this form to help move matters along without forgetting any important steps and checkpoints.
Short, sweet and to the point, this proposal template is the way to go if you are negotiating a lump sum contract.
Large contracts pose their own set of problems, particularly when it comes to keeping track of monthly billables, receivables and variances. This spreadsheet will make life much easier.
Track maintenance costs over the life of a contract with this Excel spreadsheet.
Sound risk assessment practice demands that you look at every aspect of a contract before signing on the dotted line. This checklist will walk you through the nitty-gritty details.
With less emphasis on upfront specs and higher rates of change, how are agile projects contracted? Part 2 of this article outlines building blocks for creating agile contracts.
It's showtime! Use this notice to inform all parties that construction work should start per terms of the contract.
When it's necessary to turn off, lock out or deactivate a system or utility for contract work or construction purposes, it's a good idea to get permission from proper authorities and provide notification to all parties affected. Use this request form for both.
Procurement management is one of the knowledge areas in PMBOK, but procurements for large computer systems or multi-year projects can easily take on a life of their own. This article will provide guidelines for issues that are unique to a procurement project. Ensuring that these guidelines are followed (or at least considered) by the appropriate stakeholder will assist the PM in successfully completing the procurement so that the real work can begin.
Leadership gaps arise as projects trend toward higher complexity. It will take some significant new skills to succeed in complex near-future projects. When you succeed with the workforce, however, much of the complexity evaporates.
While there is no way to guarantee a winning Request For Proposal, the following tips can help increase your chances of success--and take some of the pain out of the process.
Does your organization have a “vendor management” problem — or is really a “requirements gathering and writing” problem? Here are some recommendations.
This webinar will provide an overview of the procurement process. There a number of tasks you should complete before you start to draft your RFP, including determining your contracting needs, understanding the best type of contract to use as well as the level of risk that contracts will bring to your project.
**PLEASE NOTE: Our apologies, there is no recording of this webinar. The slides from the presentation are available in the download.
