Kaufman Wills Fusting amp Company Request for Proposals Introduction What is an RFP Typical services Process Ataglance Elements of RFP The consultant option 12 Dec 2013 Kaufman Wills Fusting ID: 805495
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Cara S. Kaufman | Managing Partner | Kaufman Wills Fusting & Company
Request for Proposals
Slide2IntroductionWhat is an RFP?Typical servicesProcess: At-a-glanceElements of RFPThe consultant option
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Slide3RFPA request for proposal (RFP) is an invitation for vendors to submit a proposal to provide your organization with one or more goods or services Details the organization’s specific requirements for the proposed goods or services in strategic context Dictates or allows suppliers freedom to propose the methods, timetable, and budget for the workLeverages an organization’s negotiating ability and purchasing power with suppliers via the bid process
RFQ (quote) | RFI (information) | RFQ (qualifications)
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Slide4Types of servicesContract publishing Commercial publishersUniversity presses | nonprofitsEditorial and production Manuscript submissionPeer review
CopyeditingCompositionPrint | digital Design
Sales and marketing
Industry sales
Content aggregators
Institutional sales
Customer service
Technology
Peer review systems
Semantic tagging
Data conversion
Content management
Plug-ins
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Slide5The process at-a-glance
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Slide6Steps to creating an RFP
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Slide7Elements of an RFPAbout organizationBusiness problemRequirementsDue dates Questions
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Slide8Proposal
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Slide9Evaluating proposals12 Dec 2013Kaufman Wills Fusting
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Slide10The consultant option12 Dec 2013Kaufman Wills Fusting
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Time savings
Objectivity
and experience
Broad and deep market knowledge
Effective and efficient
process
Apples to apples comparisons
Good cop/bad cop negotiating
Slide11Steps in negotiation12 Dec 2013
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Slide12Elements of the RFP | Qualitative comparison
|
Financial
comparison
Online publishing platform
Slide13Elements of an RFPOnline platform12 Dec 2013
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Slide14IntroductionRFP process and proposal submissionPublisher and titles includedContacts, protocols for Q&AInstructions for preparing proposalDue datesOther
Budget parametersUse of subcontractorsOwnershipPoint of contact
Required attachments
Sample reports
Standard contract language
Transition plan
References
Basis of award of contract
Lowest price
Greatest financial return
Highest quality
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Slide15Questions the service providerThe company
How long has the company been in business?Has the company grown organically or through acquisitions?Financial issues that could materially impact ongoing operations
?
Staff
How
many employees does the company/unit have?
Describe the company management team.
Describe the project implementation team.
Describe the staff supporting the system infrastructure.
Describe the engineering and software development staff.
Describe the customer service and support staff.
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Slide16Questionsthe systemHow long has the system been in use?How many clients have installed the system? How many in the pipeline?How many users does the system currently support?How does the system respond to increased user load?How long has the current version of the system been
in use?How many upgrades have been made, and how often?What hardware/software is needed to use the system?
Did company staff develop the system in-house?
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Slide17QuestionsSystem architectureDescribe the hardware/software infrastructure that supports the system, including: servers, databases, operating systems, bandwidth connection, and storage.Describe systems monitoring software/hardware (e.g., to respond to increased user loads, intrusion detection).
Describe technical certifications of employees related to systems described above.
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Slide18QuestionsRedundancy and backupAre company power systems redundant?Is the hardware within the system redundant?Describe network redundancy, including co-location data centers.
Describe data backup procedures, including backup frequency, alternative storage sites, and data retention policy.Describe disaster recovery procedures for the following scenarios: primary system crash; failure of bandwidth provider; destruction of primary system site; death or incapacity of company personnel maintaining the system.
Describe redundant systems management knowledge and experience among staff.
Are backup recovery exercises performed regularly?
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Slide19QuestionsSecurityDescribe firewall protection.How is user access controlled?Are audit trails created for all system changes, and can these be traced to a specific ID?Describe virus protection.
Describe physical security features at company offices and data centers (e.g., smart cards, human security).
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Slide20QuestionsSupportDescribe the company help desk system.Is help desk open 24/7? Describe staffing levels and times.Describe procedures for resolving help-related issues for clients.Describe escalation procedures for systems and network issues.
Describe escalation procedures for intrusion issues.What is the guaranteed response time for network and systems issues?For escalated support from your vendors, do you have hotline numbers? If so, describe support relationship including any onsite support.
What is the response time you guarantee clients
?
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Slide21QuestionsTraining | Warranty | Privacy policyTrainingDescribe the duration and content of training. Is this training provided onsite?Describe qualifications and experience of training staff with the system.Is post-implementation training assistance available?
WarrantyDescribe length of post-installation warranty and items covered, if applicable.
Software maintenance/bug fixes, software updates and new versions, system documentation, and updates to training manuals.
Privacy policy
Describe the policy regarding disclosure of information about clients.
Describe the system’s use of cookies.
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Slide22QuestionsReferences | Contract negotiationsReferences
Please supply a complete list of company clients with contact information for five references.Can you describe difficulties that have arisen with past
clients for the system and how they were resolved
?
Contract considerations
Ownership
and contract term [five years?]
Installation and setup
Software options
Upgrades
Redundancy/Backup
Maintenance, annual rate increases
User support
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Slide23QuestionsCustomizationAdministrative access Automatic roll out of changes across multiple journal sites Initiation of development project Defining project scopeProject oversight
Outcome factorsDiscounts for beta testers
Post-development
discounts
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Slide24Questions continuedCustomizationPlanning and design Estimating costs Embargoed releaseInteroperability
Shared development costsPlanning team
Conceptual
design
Execution and construction
Process
Collaboration
Monitoring
and
controlling
Monitoring
progress
Handling delay
Keeping on schedule
Completion
Determining completion
Software development
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Slide25IntangiblesAttitudeUnderstanding needsFuture vision12 Dec 2013
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Slide26Decision criteria(publisher example)Search, semantic taggingExtensibility of platformUser facing tools (libraries, etc)Commercial focus, monetization strategiesDerivative productseCommercePublisher administration tools
Access controls/tools
Mobile products
Presentation of journal content
Consultative ability
Driving usage
Reporting/analytics
Customer tools/customer service
Pricing
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Slide27Qualitative reviewFeatures
Better than current system
Worse than current
system
Features
Existing
Roadmap
Custom
N/A
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Samples: screen shots, URLs
Slide28Quantitative reviewby year and cumulative12 Dec 2013Kaufman Wills Fusting
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Set up costs
Platform fees
Mobile app fees
Design
Total set up costs
Hosting/maintenance fees
Platform annual fees
Mobile app fees
Total hosting/maintenance fees
Total direct costs
Optional
enhancements ongoing/ annual fees
APIs
Analytics
Semantics
Inline Videos
Post-publication comments
Vanity URLs/redirects
Bloc-o-docs
Total enhancement fees
Total costs
Total ongoing costs (minus start up)
Slide29Evaluating presentations | site visitsThe supplierDo you believe that the supplier’s mission is aligned with your mission? Will the supplier’s market position be helpful to you?Are the supplier’s office locations around the world well situated?
ReferencesThe peopleAre the individuals with whom you will be working knowledgeable?
Did the presenters work as a team?
Can you envision yourself working with them?
Do you think they would be communicative and responsive?
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Slide30Evaluating presentations | site visits continuedQualityWill the supplier uphold your high quality standards?Are the supplier’s products/services state-of-the-art?
CapabilitiesDid the supplier provide a convincing plan?Does the supplier have the necessary expertise / control over subcontractors?
Are you satisfied with how you will be treated vis-à-vis other customers?
Can they deliver?
The Financial Offer
Will you receive complete and regular financial reporting?
Are the costs/royalties/financial terms easy to understand?
Are appropriate rights retained during and after the agreement period?
Are there business terms that you would like to negotiate before entering into contract discussions?
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Slide31Contract negotiating tipsReducing the stress levels“Approve” (revised) proposalAgree on all business terms before negotiating contract
Communicate any truly nonnegotiable clauses before contract (good faith)Convert individual wants into shared problems
Don’t rewrite unless you need to eliminate ambiguity or change the meaning
Work with an attorney experienced in publishing
Bypassing an impasse
What is at the heart of your/my concern? What is the purpose of this clause?
Can I explain to you the situation I’m worried about and can we put our heads together to think about how this situation could be avoided?
If we removed the clause, would or could another clause come into play if we found ourselves in this (unlikely) situation?
Is it time to brainstorm with some colleagues?
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Slide32Q&A
Thank you!
Cara
S.
Kaufman Partner Kaufman Wills Fusting & Co
1010 S Streeper St Baltimore MD 21224
USA
443 869 2432 phone
c
ara.kaufman@kwfco.com
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