RFP Process

October 5, 2016

An Independent Publisher Perspective

Jennifer L. PesanelliDeputy Executive Director for Operations

& Director of Publications

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

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

Identify and define the need

• Organization requirement?• Contract up for renewal?• Problem with current vendor or current system?

– Resolvable – Other options

• Future needs assessment

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

Pre-RFP RFP??

aka Selecting a Consultant

Selecting a Consultant

• Seek recommendations• Provide project details

– Needs– Expectations

• Have a conversation

Picking the best for the job

• Ask for a proposal – Scope of services– Schedule of deliverables– Cost

• Have another conversation• Worth the cost?

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

The RFP – How you slice it

• Details, details, details• Requirements document

– MUST have– Nice to have– Other?

• Welcome questions• Expectations

Demos – What’s on the inside?

• Tell them what you want to hear– Company information– Service or system overview

• Demo– Differentiators – Your workflow– Enhancements

Proposal Pitfalls and Demo Don’ts

Aka Bad Apples

Putting Pieces Together

• Proposal to Contract phase– Scope inclusion

• Negotiation– Exit strategy!

• Transition

The Desired End Result