ASSESSMENT OF RFP 1 Running head: ASSESSMENT OF RFP

Assessment of RFP David Toby Meyers CMGT/445 Application Implementation Issam Akleh January 26, 2012

ASSESSMENT OF RFP 2 Introduction A request by Baderman Management Group, on behalf of Baderman Island Resorts for Doing it with Dweebs to gather a set of qualifications for the responses to the Request for Proposals on which to base award of the project. A Request for Proposal (RFP) is a formal document sent to vendors inviting bids for the organizations project. A RFP provides valuable insight into the vendors operations and products, (IMFC, 2010). A project proposal is the cornerstone communication between the vendor or contractor providing the work and the organization needing the work. Thusly presentations are merely a shortened version of the written process proposal. However, the actual written proposal is part of the contract therefore the stake holders should read it word for word. In this case, one should have the agreement reviewed by a lawyer, to find legal loopholes and who can attest to its reflection of the procedures that have to happen and gives a company a limited liability and places the project with the contractor; clearly defining the process.

Basis for Award as stated: That the vendor or consultant awarded is the most compatible in procedure and practices, the project plan responds to the functional requirements and that the proposal is clear, straightforward and binding.

ASSESSMENT OF RFP 3 Functional Requirements Functional Requirements are the technical aspects and those that one presents as a in the RFP that are answered by the contractor or vendor in their proposal for the project. Goals of Project proposal should communicate both the intent of the client and the progress of the project; should reflect a timeline, make engineers, clients and stakeholders feel like they are accomplishing something and show adherence to the requirements. The set of functional requirements for the completion of the project should exactly reflect the outline of the RFP. That is not to say they cannot present it in the way they want as long as it is a functional set of actions and decision making processes. The RFP was vague so that the companies presenting their Proposals could assign their own plans to meet those needs. The one project proposal that is aligned or most aligned with the internal processes of Baderman and Baderman Resorts. The proposal that fits Baderman Resorts is the proposal that best is akin to the way Baderman and Baderman Resorts conducts business.

The functional requirements as outlined in the RFP: That the Proposal defines a clear set of functional requirements as well as provides overall direction to proposers in submitting a proposal that will be responsive to Baderman Resorts needs. That they understand the Organizational Structure and they clearly define theirs as well. That the Project goals are similar to as follows: Hardware removal and recycling of out of date computers and systems. Installation of new systems with the minimal requirement of the most recent version of Microsoft Windows Software hereafter to as Windows with Microsoft Office Word, referred to as Word.

ASSESSMENT OF RFP 4 That the Scope of project is understood to be and as close to "for the replacement of enduser computer systems, recycling of those systems and the installation of minimally required hardware and assured functionality of the most recent version of Windows and Word." As it can be with the exact names of the programs they will in fact install i.e. Windows 7 with Word 2012. That timely presentation of tentative proposal is required for ensuring that their proposals are time stamped by purchasing department personnel before May 14, 2012 at 11 a.m. Project Schedule is a consideration for acceptance of proposal. It must take consideration for the Resorts business days and holidays. In most cases is normally at night or on a weekend or holiday when Baderman Resorts will not be too busy to accept the installation. They need to meet the Technical Requirements exactly. That in some way the quality of product is measured by functioning systems at end of project through average system lifetime. That the existing systems must be recycled and that is considered in the proposal. That the Recycling process is outlined and a way to check to see if that has been carried out. The hardware systems to be installed are outlined in their proposal. That those operating systems be the most recent version of Windows and have a minimal to middle amount of operating processor ram video and that meets but does not exceed needs. That the proposal shows those systems can share files and connect to the internet. They need a way to communicate process milestones to your company and that training and documentation are included in the final product. They need to have a project plan for a level of security that the Baderman and Baderman Resorts can be comfortable with. That there is some level of scalability to the project proposal in case Baderman Resorts grows unexpectedly and a Disaster Recovery Plan is included in case the unexpected happens. The availability of the site for installation is outlined in the proposal with a plan that does not interrupt the normal

ASSESSMENT OF RFP 5 operations of Baderman Resorts. That the systems have a reliability and maintenance plan is outlined in the proposal. Cost and budget should be considered separately, but Baderman and Baderman Resorts should consider what a legitimate cost is and what is too expensive as well as when payments are made and to whom. The proposal should be prepared simply and economically and should provide all the information which it considers pertinent to its qualifications for the project and which respond to the background and scope of services and sections listed herein. Emphasis is placed on completeness of services offered and clarity of content.

Organizational Requirements Does the proposal provide the key functionality needed to achieve the organizations goals, (IMFC, 2010)? Does the proposal fit the organizational needs? Will it go overboard; is this what the organization is looking for? Simply put the organization that is asking for the proposal has to be able to work with the organization that is awarded. They must concede to work under ones auspices of reporting, to fully disclose and their character cannot be in anyway questionable, both to protect oneself and to ensure one does not have to throw away time and effort on a project in which a contractor has not fully cooperated. This is a value judgment. One should reasonably be able trust the contractors not to intentionally foul a project, conduct their business in a manner or break confidentiality to share ones trade secrets. One should have a confidentiality agreement and a contract that includes the project plan as an outline for the process.

ASSESSMENT OF RFP 6 References Gerson, Sharon & Steven (2008). Technical Communication: Process and Product. Prentice Hall. IMFC (2010). Request for Proposal (RFP) Analysis. Retrieved January 26, 2012, from IMFC: http://www.internetifmc.com/provider/documents/rfp_analysis_overview.pdf Meyers (2009). Request for Proposal Retrieved January 14, 2012, from scribd.com: http://www.scribd.com/doc/48546631/Request-for-proposal, University of Phoenix. Meyers (2009). Understanding the Build. Retrieved January 14, 2012, from scribd.com: http://www.scribd.com/doc/20489214/Understanding-the-Build, University of Phoenix. Meyers (2012). Wisdom in Consulting. Retrieved January 23, 2012, from scribd.com: http://www.scribd.com/doc/79128847/Wisdom-in-Consulting, University of Phoenix. Witten (2011). Service Request SR-bi-001: Word Processing Software Upgrade. Retrieved January 15, 2012, from UOP: https://ecampus.phoenix.edu/secure/aapd/cist/VOP/Service %20Requests/BadermanSR/badermanSR001.htm University of Phoenix.