Every day across the business world, potential customers
interact with
vendors and providers of goods and services through
signed agreements, often referred to as the "RFP"
or "Request for Proposal".
In
the telecom industry, the RFP can serve as the means
for purchasing equipment as well as the preferred path
by companies and government agencies to obtain telecom
services and maintenance agreements from telecom carriers
themselves.
Although
the circumstances and desired results will have a big
impact as to the length, specificity, and detail of
an RFP, there are certain points that you must consider
when attempting to construct one that is effective.
To
maximize the result and time spent on the RFP itself,
be sure your RFP contains the following:
1)
A Table of Contents
The organization of material contained within the RFP
is best outlined in the beginning:the table of contents.
Outline each area of the RFP in neat detail so that
readers will be able to quickly scan content and understand
exactly how the RFP has been organized.
2)
A Situation Summary
This area provides the reader background information
about your company or organization - the nature of the
enterprise, size and scope, a brief history, ownership
information, etc. as well as an overview of the current
telecom systems and the reasons and concerns for making
changes.
3)
Required Rules of Response
An effective RFP will provide bidders with specific
and concise terms under which they must respond. You
will save alot of time and confusion by making this
section of the RFP specific and detailed. In it, consider
answering questions such as:
- When
is the due date for proposals?
- To
whom is the response to be delivered and how many
copies are needed?
- What
format should the response be in? What kind of supporting
material will be needed?
- Who
is the contact person for additional information or
premises inspections if available?
- Are
there any exceptions in the proposal and if so, to
what degree will you accept?
4)
Functional Objectives
An effective RFP should explain exactly what you wish
to accomplish with the new system or service that is
to be implemented AND what you expect it to do for you.
It is in this "functional objectives" area
that you will outline the needs analysis, operational
considerations, traffic details, etc.
5)
Specifications
Once you have outlined the functional objectives, you
will need to state the specifics for which that objective
can be achieved. This section can be generic in nature
or very specific. When in doubt, try to be as specific
as to the number, size, color, type, etc. to eliminate
confusion.
6)
Delivery and Installation
Here you will outline the location of the products and/or
services to be delivered, connected and exactly when they
must be operational. Technical installation requirements
and any unusual scheduling considerations should also
be included.
7)
Documentation and Training
This section specifies the required physical labeling
of components, circuits, terminations, etc. You may wish
to consider requiring diagram layouts that identify the
location of fixed equipment and/or all cable runs needed.
Provision of installation and technical manuals, user
instructions, and personnel training should also be included.
8)
Warranties, technical service and maintenance
This section addresses the availability, terms, guaranteed
response time, costs, etc. during the life of the contract.
Specify bases for pricing (i.e. a purchase, 3 year lease,
monthly lease, etc.) and any allowances (trade-ins, prompt
payment, etc.) and rate guarantees. Strive to allow vendors
to include complete information in this section so that
the evaluation process is made that much easier.
9)
Vendor information
Lastly, it is a good idea to create an opportunity (questionnaire)
for vendors to provide information about themselves. Most
will do so regardless, but may not address your questions
thoroughly. A short questionnaire of information you require
can be helpful when sifting through bidders.
After
completing your RFP, put yourself in the vendors' position.
Is it clear and concise? Can you perhaps be more specific
in any areas to avoid confusion? Less specific?
10)
Contract Review
Overall, make your RFP easy for the vendor to understand
and respond. Once you've made your decision, you'll need
to review the contract and check for the following items
and make provisions for them if needed:
-
A termination clause outlining penalties
-
Network performance clauses
- Renewal
clause that works for both parties
- An
escalation clause in case things do not go as planned
- Business
downturn or growth clause
Once
you have finalized everything and signed the contract,
you should be well on your way to a positive and lasting
relationship with the chosen vendor or service provider.
How
to Construct an Effective Telecom RFP