Requirements for an RFP
Are you seeking a vendor solution to replace a legacy system or to provide new capabilities? Are there many vendors in the space and you’re unsure how to find the right fit?
Identifying clear and complete requirements before sending out an RFP to vendors is key to getting the solution that genuinely fits your needs. We have developed and successfully implemented a five-step process, illustrated in the figure below, for building RFPs for large and medium-size applications, and we have learned the benefits of taking the time to gather input from all stakeholders and building buy-in for the solution.
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Research Phase: Review the existing solution (if any); Prepare scope and understand affected business processes; Analyze and interview stakeholders; Understand technical architecture; Identify opportunities; Prepare initial vendor list
Develop RFP Phase: Define functional and technical requirements; Prioritize requirements; Prepare scoring algorithms; Select vendors and determine vendor response timetable; Prepare and distribute RFP; Manage vendor responses
Evaluation Phase: Review and score vendor responses; Hold demos and proof-of-concept sessions; Conduct evaluation
Select Solution: Rank vendors; Prepare and present recommendations; Select vendor
Prepare Business Case: Identify vendor expenses for software, services and support; Identify operational and training costs; Identify benefits
What work products can you expect?
- Scope documentation
- Vendor list
- Functional requirements the solution must meet
- Non-functional and technical requirements
- Help in prioritizing requirements
- RFIs and RFPs to distribute to vendors
- Proof-of-concept scripts for demos and hands-on testing
- Business case for selected solution
Contact us at 617-482-4444 and let us know how we can help your project.