10052016 ssp seminar2_pesanelli

1. RFP Process
October 5, 2016
An Independent Publisher
Perspective
Jennifer L. Pesanelli
Deputy Executive Director for Operations
& Director of Publications

2. Sometimes I am the vendor.
• Association Management Services
– General Management: Executive Directors, Business
Managers
– Meeting Management
– Support Services: Membership, Accounting, IT
• Publication Services
– Editorial, Peer Review, Production (not systems)
– Programs, Abstracts, Directories
– Content Licensing, Fulfillment

3. Sometimes I am the client.
• Our Association Management Needs
– Database – Association Management Software (AMS)
– Financial Management System
– Third party support for client society programs
• Commercial publishing RFPs and contracts
• Our Publishing Needs
– Manuscript submission and peer review system
– Composition, tagging, printing
– Author billing
– Online platform

4. Identify and define the need
• Organization requirement?
• Contract up for renewal?
• Problem with current vendor or
current system?
– Resolvable
– Other options
• Future needs assessment

5. The Very Important Request for
Proposal (RFP)
• Best bet for apples to apples
• Internal team
– Volunteers
– Staff
• Engage a consultant?
– Manage the process
– Expert knowledge
– Extension of staff

6. Pre-RFP RFP??
aka Selecting a Consultant

7. Selecting a Consultant
• Seek recommendations
• Provide project details
– Needs
– Expectations
• Have a conversation

8. Picking the best for the job
• Ask for a proposal
– Scope of services
– Schedule of deliverables
– Cost
• Have another conversation
• Worth the cost?

9. What is their function?
• Help you define your need
• Identify vendors in the market place
• Develop the RFP document
• Manage the schedule and the process
• Be the point of contact for the vendors
• Analyze and summarize the proposals
• Arrange the presentations
• Help you score the presentations
• Support the contract negotiation process

10. The RFP – How you slice it
• Details, details, details
• Requirements document
– MUST have
– Nice to have
– Other?
• Welcome questions
• Expectations

11. Demos – What’s on the inside?
• Tell them what you want to hear
– Company information
– Service or system overview
• Demo
– Differentiators
– Your workflow
– Enhancements

12. Proposal Pitfalls and Demo Don’ts
Aka Bad Apples

13. Putting Pieces Together
• Proposal to Contract phase
– Scope inclusion
• Negotiation
– Exit strategy!
• Transition

14. The Desired End Result