6 steps. To Writing an Effective RFP

Transcription

1 6 steps To Writing an Effective RFP

2 As your jurisdiction considers upgrading to a modern enterprise level property tax system, it is important to understand that today s technology can offer innovation and enhanced functionality to help you serve your constituency more effectively and realize operational efficiencies in your office. The good news is that when it s time to upgrade to a more modern system than you re currently using, there is a high probability that there is a property tax system that will meet your needs already built in the marketplace. The challenge that you now face is sifting through the various choices to find the best fit for your jurisdiction. With so many choices, features, and alternatives to consider, collecting key information from potential partners is more important than ever. Starting with a well-written RFP will yield vendor proposals that can be graded, compared and measured, which will give you insight to help you choose the best solution for your jurisdiction. When planning your RFP you may want to consider incorporating the following key elements + + A functional requirements matrix that allows the jurisdiction to quantify responses and compare solutions. + + A section for vendors to share their overall vision for the project in a narrative format. + + Clearly defined specifications of your current environment. + + A section for vendors to provide additional information or suggest alternative solutions. + + A separately sealed cost proposal so price can be evaluated apart from solution functionality. + + Detailed response instructions so responses are consistent.

3 1 Compare Functionality with a Requirements Matrix Since the RFP serves as the foundation for a long-term partnership between the jurisdiction and the vendor, it s important to write clear requirements that are not vague or open to misinterpretation. Because functional requirements are typically answered with a code, they can be graded and compared objectively. This helps the jurisdiction quantify vendor responses and compare solutions apples-to-apples, making the requirements matrix a fundamental piece of the RFP. Knowing that the how will vary between solutions, it s also beneficial for the jurisdiction to present their requirements and state the problem that needs to be solved, allowing vendors to define how their solution will handle the requirement.

4 2 Ask Vendors to Share Vision and Approach in Narrative Form While the benefits to your jurisdiction will be well worth the effort, undoubtedly the project will require a significant investment in resources, budget, and time. Setting up a narrative section where vendors can share their overall vision and approach to the project will give you insight into the similarities and differences between the vendors approaches, as well as establish clear expectations for the project up front. This narrative will also be beneficial because you ll get an opportunity to understand the depth of experience each of the vendors has with similar projects and comparable jurisdictions.

5 3 Provide Background to Paint a Picture of the Existing Environment Providing well-defined specifications of the current environment will give vendors an accurate picture of what you have, what you need, and will allow them to present how their solutions can best meet your requirements. To give vendors a complete view of the existing environment, the RFP should describe what third party solutions are in place currently. Vendors will also need to know which solutions the jurisdiction plans to change and what will remain in place. The RFP should define how the third party solutions interact with the current tax system including details on the inputs, outputs and touch-points they ll need to have with the new system. This key information will help the vendors determine required interfaces. Information about the tax system currently being used, end-user information, and the jurisdiction s expected outcomes of the project will further help define the current environment and set expectations for the project. Since correspondence plays an important role in how Officials interact with their constituents, it s a good idea to include samples of key pieces such as tax bills, letters, and forms that will need to be produced in the new tax system. Vendors will also need to know who mails and certifies the tax bills.

6 4 Additional Information Section Can Yield Creative Approaches Providing an Additional Information section gives vendors the opportunity to suggest other solutions or possibilities above and beyond what is requested in the RFP that could help the jurisdiction. Vendors will have a different perspective and may be able to offer a creative solution or suggestion that the jurisdiction may not be aware of.

7 5 Separate Price Proposal When Cost isn t the Deciding Factor If cost isn t the main deciding factor for the selection committee, it s a good idea to keep the price proposal separate from the technical proposal and open it only after a solution choice has been identified.

8 6 Format Instructions to Keep Proposals Consistent Clear response instructions will ensure vendors proposals are consistent and help to streamline the evaluation process. It s a good idea to specify exactly what sections the jurisdiction expects proposals to contain, and in what order.

9 Giving vendors a reasonable response deadline and setting the questions deadline 2-3 weeks before the due date will allow enough time for the jurisdiction to answer questions, and time for vendors to factor the answers into their offerings. We know that procuring a new enterprise level property tax system is a big undertaking and we hope this information will be helpful to you as you plan your procurement. For more information and a sample template, please visit us at.

10 2014 Thomson Reuters