RFP Dating Game
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Join See3's Avi Kaplan as he discusses the RFP process, qualities of a great RFP, and how to find the right partner for you.
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RFP Dating Game
- 1. The RFP Dating Game how to submit a request for proposal & find your perfect partner Presented by Avi Kaplan
- 2. Avi Kaplan Senior Director of Digital Services, See3 akaplan@see3.com
- 3. See3 is the digital agency for do-gooders. We work with nonprofits and social causes, activating people to change the world. Through developing videos, websites and digital strategies, we deliver on goals like fundraising, advocacy, awareness, recruitment and more.
- 4. Mobile Responsive Websites Campaign Microsites Online Annual Reports Custom Mobile Apps CRM Integration Web Maintenance & Support Conversion Optimization Technology Assessments & Usability Audits Your Full-Service Digital Agency Strategic Communications Communications Strategy Digital & Social Media Content Marketing Email Marketing Capacity Building Branding & Storytelling Fundraising Campaigns Advocacy Campaigns Documentary Motion Graphics Live Action 2-D and 3-D Animation Personalized Video Gala Event Video Explainer Videos Video Distribution Strategy Web Design & Development Video Production
- 5. › Do good › Create change for what we believe in › Always work with candor, collaboration and respect › Strive for quality and creativity › Live and work with optimism Our Values
- 6. Poll Question 1: Is your org submitting a RFP in 2016?
- 7. Poll Question 2: What area of service are you requesting a proposal for?
- 8. Poll Question 3: What is the size of your project?
- 9. What’s your type? the hook-up the relationship seeker
- 10. the hook up the relationship • Know exactly what you’re looking for, don’t want a lot of talk • You have confidence & experience with the nature of the work to be performed • Provider may be more of a commodity to you • Does not need to be long term relationship • Need someone to lead and advise you on your journey • Know what your type is, not sure where to find that special someone • Seeking a long-term project partner • Determined by good working relationship and capabilities
- 11. RFP, RFI, RFQ, or WTF?
- 12. what makes a great RFP?
- 13. qualities of a great RFP • Be specific • Be clear • Give us a budget • Let us know the current project status • Give us some time
- 14. the hook up the relationship Quick, fast, but not the best use of your resources. Longevity, stability, and continued increase of engagement.
- 16. The amount of forethought and effort you put into the process will greatly affect the quality and ease of the process, as well as the outcome of the final product.
- 17. what are the steps to finding your ideal partner?
- 19. preparation ❑ Get your organization organized - ❑ Clarify the project scope as best you can - be clear about what you are seeking and why ❑ Define qualities of a good partner ❑ Do some research to discover potential matches ❑ Get out there in the right places - crowded bar, networking or community event, intro from a friend, etc.
- 21. finding your ideal match ❑ What’s their staff size? ❑ Years in business? ❑ Who are the people that will actually work on your project (vs Executive Team bios)? ❑ Do they provide project management? ❑ How many projects do they typically handle at any one time? ❑ What’s your typical project budget? ❑ Recent projects and details on role in each
- 22. #soulmates?
- 23. developing trust ❑ Are they professional or casual in communications? ❑ Do they respond promptly? ❑ Do they do what they say they’re going to do when they say they are going to? ❑ Are you talking to the person who’s actually going to work on your project? ❑ Do they have references you can speak to?
- 24. get expert dating advice We can help define and clarify what your goals and needs are for an upcoming project. Contact us if you’ve got a big new project coming up and you are unclear on exactly how to proceed with the project, or you just need a trusted partner.
- 25. are you the one?
- 26. Congratulations, it’s a match! Contact us today. We’re here for you, bae.
Notes de l'éditeur
- We respond to RFPs and we turn down a lot of RFPs at See3. we see a lot of wel done RFPs and we some really poorly crafted RFPs that seem to be designed to waste everyone’s time which is really frustrating. And information about our tips for the best results that will lead you to find the right partner and have a successful project.
- How do you find your best vendor partners? Were they referred, did you do an open RFP, and RFI
- We find it helfyl to think about this with two extremes, to illustrate our point of view. We are using the hot new mobile dating app TINDER on the left to represent the HOOK Up People looking for more of a meat market finding people looking and eHarmony on the right is the long term relationship seeker We have
- It’s a spectrum and has a whole range of possibilities It changes one project to another Hookup You’re very confident about what you need and he Scenarios where this makes sense are for subcontracting, freelancers, temp agencies, match making sites, things where as an expert you are already focused on what you want. ..on the other end of the spectrum is the relationship. You hopefully know your type already, but maybe not where to find them Ideally your criteria are focused on the relationship and partner fit more than price fit Not every project and organization is the same and as we talk about some of the possibilities, we want to emphasize some of the ways you can be selective.
- Let’s review a few of the options first… different rules to the dating game. There are many approaches and best practices in vendor selection. What amazes MANY OF US is the consistent lack of standards within organizations, the absence of a selection methodology/criteria by which to measure RFx participants, and even a lack of knowledge on basic terminology. In the nonprofit world, the RFP has taken on a larger than life role as a 1 size fits all approach and very often it is handled poorly by the organizations seeking help. (we’ll get to some of those later) If your RFP is organized poorly, potential partners will look poorly on you as well. So you want to set your best foot forward. In the same way as at a bar or singles event, people Image credit to Kelly Project Solutions. What's the difference between an RFI, an RFP, and an RFQ? Reverse Auction - Auctions are typically a place with many buyers and 1 seller, and buyers keep raising their price to win the game. (think EBAY) Reverse Auctions usually are enhanced with software to automate the process and as it progresses, the price decreases Sealed Bid - usually found more in government contract process when requirements are clear, accurate and complete. Typically 1 round process and vendors get 1 shot at it. Each sealed bid is typically opened in public at a specific date & time. Public process you can’t change your a contract is usually awarded to the lowest priced bidder who meets all the requirements. A Request for Information (RFI) - may also be called INVITATION TO BID Your requesting a document would focus on the vendor capabilities, awards, skills and experience. They’re not expected do not provide fees & specifics. It’s helpful for the vendors, because it allows both parties to filter out bad matches without too much investment of time. It’s helpful for the organization, because it is a learning opportunity. You might not be sure what you need exactly in terms of all the specifics, but you still want to start to learn about the potential partners - does not require full details and documentation. Useful for relationship seeker, not preferred by the Hook Up Can be helpful if you need to hire strategy or consulting team to help you clarify what you want for an RFP. A Request for Proposal (RFP) Needs to include a lot of details about the nature of the work and preferably expectations around the budget & timeline. Adding more specific project details to an RFI Best to include an opportunity for vendors to ask questions to clarify Selection process usually in stages and might include formal presentations for a smaller group of finalists. Possibly face to face meetings Best if RFP is received from a reasonable group of prospects and not made publicly available to anyone - not a feeding frenzy, which is more attractive to partners - Many of the best firms do not respond to open RFPs, desperate companies are more likely to respond cuz they need deal flow and maybe that's not who you want to work with Can be a great next step after RFI and if you have some great options, you might want to use the RFQ to pick a finalist. A Request for Quote (RFQ) typically an organization that is already familiar with a few vendors, and knows exactly what is needed, or a decision is all about price. This may also take place after a RFI & RFP process to help narrow the finalist. If all of that doesnt make your head spin, RFQ is also known as Request for Qualification, which is specifically used when price is not the primary decision criteria. Jonah hill film in government contracts Procurement world
- Budget Good firms charge what the charge and it's a question of scope It's a conversation of scope
- There really isn’t a right or wrong, but if you have an immediate need for something specific, and you know what you want and how it should be done, you are probably looking for a utility player for a hookup relationship. We’ve worked with organizations that need to do something quick and fast and a good partner will always advise you about ways to get more value out of your project. Whether that’s creating something that’s flexible enough to be adapted for other purposes in the future, or shaping a process around a quick project to maximize your team’s learnining opportunities in terms of skills and expertise that will serve you in the future. then you might want to jump right into the data points and the transactional details like price and time and qualifications. Your probably familier with some of the skills and design marketplaces like 99designs, elance, oDesk that step into the middle to matchmaking like a temp agency would.
- We want to focus the rest of our attention on the relationship seeker, because in our experience we’ve seen greater results from a long term collaboration. We believe that most nonprofit organizations and (and of those we hear & read about) shows brings about the best results with a long term relationship that requires a more deliberate and thoughtful research process that takes some time. Think of it more like an employee Interview process that is also educational and can help clarify what it is I’m really after Provider should be a leader/advisor - not just a doer Ask for input about what’s the best way to do your project Majority are this style
- First things first, get your house in order… if you are a mess and do not know yourself really well, it is much harder to find a great match! Know yourself really well - Just like in dating, you probably have that friend who’s always dating someone new, not really ready for commitment, and often that’s because they don’t yet have the maturity to know who they are. It’s hard to be a good partner and know who’s best for you before you really know yourself, your goals, and who you want to be. Know what tool you need at this place and time… dont just repeate exactly what’s been done before and dont just copy what you think someone else is doing. Most importantly, get as clear as possible on what it is you want done or need done, what are your goals and objectives, what does success look like?
- Like many love seekers, those who imagine and daydream about their perfect match have an easier time recognizing it when they meet them. Get your organization organized Clarify the project scope as best you can Are you building a website, a strategy, or what are you looking to do? Define qualities of a good partner Know what qualities will make a good partner (for this project) What are your best relationships like? What type of firm fits well with your organization’s culture? Are you seeking an edgy rockstar to sweep your off your feet with modern design, for a thoughtful companion who can do the NYT crossword in pen. What’s key? Design experience, specific technology expertise, facilitation skills? For strategy RFPs you might want people who work in your issue area or have subject matter expertise What personality type is going to help you and your team succeed best? Do opposites attract? Sometime more outgoing dreamer types benefit from partners who are more organized and focused to keep you on track and on time. Or maybe your team and leadership need a partner who will push you to think big to be more open to taking risks in design and what’s possible on this project. Do some research to discover potential matches Learn more about what you need to do. If the project is something less familier, you may need to do some research to learn more about that work so you can better evaluate the solutions that partners propose Also research about partners- It’s not realistic to put in two hours of facebook creeping to qualify certain agencies, but you can use resources like nonprofit discussion boards (NTEN), testimonials and portfolio examples, and trusted experts (like us) - we are happy to advise you on finding your ideal partner Get out there in the right places - crowded bar, networking or community event, intro from a friend, etc. Speed dating vs. asking your crushes to dinner Here's a group of people I could imagine working with You might share an Rfi first to address your biggest questions. Include it in the process of seeking a partner and doing research.
- and…. What makes a great partner for this project? for the organization in general? is there a type? What are your best relationships like? What type of firm fits well with your organization’s culture? Alot of these questions can directly influence what specific information you will request in the first few steps of meeting new matches. (like an RFI) Of course be open to having your expectations challenged. Sometime people are just a fit that you wouldn’t expect. Sometimes the things you think are important aren't. Like location What’s their staff size? Years in business? Who are the people that will actually work on your project (vs Executive Team bios)? Do they provide project management? How many projects do they typically handle at any one time? What’s your typical project budget? How do you fit in? Are you the biggest project they’ve ever done? Are you a small fish for them? Recent projects and details on role in each
- There is a Science of things that develop trust between people (can we add a few for orgs to trust orgs?) Need to have time in the process to get to know people, find compatibility Good relationships built over time while developing trust; same with good partnerships Have time to build trust and get a sense of them Avoid getting caught up in “They built an awesome website for that other group.” Call references - you might call friends how know someone before going on a blind date with them Share checklist You need to understand if it’s an apples to apples comparison with the parameters that you have Are they professional or casual in communications? Do they respond promptly? Do they do what they say they’re going to do when they say they are going to? Are you talking to the person who’s actually going to work on your project? Is this an executive or do you have the chance to talk get to know the people you’ll be working with Do they have references you can speak to?
- Just like when you get your friends and family’s opinion on your significant other, If you are unsure of how to proceed, reach out. We are here to help! If you don’t know what you need, you can work with a firm or a consultant to help facilitate the conversation and process to define what you really need. And that process can help to define the RFP and project scope and give you greater confidence that you have the right clarity and are looking to solve the right problem. We often do that with clients we work with on strategy work who might need help with a larger technology project which we can help them define and go to market with more clarity.
- Don’t leave it to chance. Get clarity and build trust with the right partners and firms you suspect are a good fit and if you’ve developed the right trust you might not need to do an open rfp or an rfp at all.