3. RFP
• Details the organization’s specific
requirements for the proposed
goods or services in strategic
context
• Dictates or allows suppliers
freedom to propose the methods,
timetable, and budget for the work
• Leverages an organization’s
negotiating ability and purchasing
power with suppliers via the bid
process
• RFQ (quote) | RFI (information) | RFQ (qualifications)
A request for
proposal is
an invitation
for vendors
to submit a
proposal to
provide an
organization
with one or
more goods
or services
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4. RFP examples
Contract publishing
• Commercial publishers
• University presses |
nonprofits
Editorial and
production services
• Manuscript submission
• Peer review
• Copyediting
• Composition
• Print | digital
Sales and marketing
• Industry sales
• Content aggregators
• Institutional sales
• Customer service
Licensing / buying
technology
• Peer review systems
• Semantic tagging
• Data conversion
• Content management
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5. Role of the consultant
Objectivity and
experience
Broad and deep
market knowledge
Effective and
efficient approach
Apples to apples
comparisons
Good cop/bad cop
negotiating
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Assist in contract negotiations
Evaluate proposals and facilitate
presentations
Prepare and distribute RFP
Assess needs through discovery
process
6. The process at-a-glance
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Presentations
4-6 weeks
Agenda /
invitations
Hold
presentations
Discussion /
decision
Inform
suppliers
Contract
negotiations
Transition
Proposals
4-6 weeks
Proposals
received
Proposals
analyzed
Review with
stakeholders
Finalists
selected
Q&A with
remaining
suppliers
RFP
2-4 weeks
Need
assessment
Suppliers
selected |
prescreened
Data
gathered
RFP
prepared
RFP
distributed
Q&A from
suppliers
7. Steps to creating an RFP
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Assess
needs and
gather
relevant data
Determine
info needed;
set
reasonable
timetable
Identify
recipients,
prepare and
distribute
RFP
8. Elements of an RFP
Organizational overview
Business problem (opportunity) prompting RFP
Results of any needs assessment conducted
Schedule of important dates
• RFP response due
• Presentations/demos
• Decision expected
• Sale / transition
Contact names, sources/ protocol for Q&A
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9. Elements of an RFP continued
Instructions for
organizing, formatting
proposal
Requirements
• Specific product/ service/
technical requirements
• Other assumptions and
agreements
• Budget parameters
• Use of subcontractors
• Ownership
• Point of contact
Documents required
as attachments
• Sample reports
• Standard contract language
• Transition plan
• References
Basis of award of
contract
• Lowest price
• Greatest financial return,
• Highest quality
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11. Packaging the RFP
Cover letter/invitation
• Pre-qualify
• NDA
Single document
• MS Word or PDF
• Linkable table of contents
• Tables to show history/trends
Excel file for apples-to-apples comparison
Concise and proofread
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12. What happens after vendors
receive an RFP?
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Read RFP
Ask questions
Do homework
Determine fit,
rough numbers
Submit
proposal?
Gather
information
Brainstorm
Prepare
projections
Determine
offer
Write proposal
14. Evaluating presentations
The supplier
• Do you believe that the
supplier’s mission is
aligned with your
mission?
• Will the supplier’s
market position be
helpful to you?
• Are the supplier’s office
locations around the
world well situated?
The people
• Are the individuals with
whom you will be
working
knowledgeable?
• Did the presenters work
as a team?
• Can you envision
yourself working with
them?
• Do you think they would
be communicative and
responsive?
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15. Evaluating presentations
continued
Quality
• Will the supplier uphold
your high quality
standards?
• Is their vision for the
deliverable/s aligned
with yours?
• Are the supplier’s
products/services state-
of-the-art?
Capabilities
• Did the supplier provide
a convincing plan?
• Does the supplier have
the necessary expertise
/ control over
subcontractors?
• Are you satisfied with
how you will be treated
vis-à-vis other
customers?
• Can they deliver?
The Financial Offer
• Will you receive
complete and regular
financial reporting?
• Are the
costs/royalties/financial
terms easy to
understand?
• Are appropriate rights
retained during and after
the agreement period?
• Are there business
terms that you would
like to negotiate before
entering into contract
discussions?
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17. Contract negotiating tips
• “Approve” (revised) proposal
• Agree on all business terms before negotiating contract
• Communicate any truly nonnegotiable clauses before contract
(good faith)
• Convert individual wants into shared problems
• Don’t rewrite unless you need to eliminate ambiguity or
change the meaning
• Work with an attorney experienced in publishing
Reducing
the stress
levels
• What is at the heart of your/my concern? What is the purpose
of this clause?
• Can I explain to you the situation I’m worried about and can
we put our heads together to think about how this situation
could be avoided?
• If we removed the clause, would or could another clause come
into play if we found ourselves in this (unlikely) situation?
• Is it time to brainstorm with some colleagues?
Questions
to bypass
impasse
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