Public Sector RFP Development and Vendor Selection
As a public sector leader, you know that the design of Requests for Proposal (RFPs) and selection of vendors is critical work. You demand sustainable results, and at The ROIG Group, we have the tools and expertise to deliver the best possible outcome for your RFP/Vendor Selection project.
RFP Development and Vendor Selection
To be blunt: if you’re looking for a cookie cutter approach to RFPs, look elsewhere. We understand that every project has its unique challenges. That’s why we adapt our methodology to your reality. We’re agile, and we won’t try to force-fit you into some rigid, trademarked system. We don’t believe in one-size-fits-all. We believe in one-size-fits-you. Our experience has taught us not to be tied to one path – we select the path that best delivers your specific outcome. The truth is, for simple projects, a more generic approach can work. But when your project links to the strategy of your department, with no room for error in the outcome, a cookie cutter won’t cut it. When it REALLY MATTERS, we offer a better way.
While most RFP processes start with detailed requirements, we start with a deep-dive into your strategy. Once we understand your longer-term plan, we’ll delineate how this project fits within that broader strategy. Then, it’s off to the races. We’ll gather insights from numerous sources, including:
All of your impacted constituents, including the customers of your new solution
Industry-leading practices and public-sector capabilities
Your project’s specific requirements
Service Level Agreements (SLAs) which are required at a minimum and which are unique to your organization
When it comes to requirements, our experience has taught us that simply reiterating your current business practices or expectations isn’t enough. So, we’ll carefully construct questions that aim the new implementation at your correct future state, not just your present state. Anything less would be shortsighted on our part.
Questions Done Right
Next, we’ll focus on framing and organizing the RFP questions to ensure that we elicit the most comprehensive responses for you. To do this, we often compare information from multiple questions to ensure consistency. It’s critical to balance functional questions with capability questions, but no matter what the topic, all questions will be framed to elicit clear and useful insights.
That framing will also be discrete, so that the responders don’t misinterpret things and answer the wrong questions. Plus, the information evaluated by the team will be discernible. Asking the right questions in the right way is key, and after this step, you’ll have a deep understanding of each vendor’s capabilities.
Keeping Score for Success
This leads us to the scoring process and execution stage. When determining the scoring criteria, we include question- and category-weighting upfront, and we’ll weight the questions at 2 levels: tactical and strategic. Linking the weighting to your projects' strategy is paramount – it ensures that your mission will be supported by the selection. As the RFPs are submitted, a review process is conducted with an agreed-upon panel to assess each submission. Over the years, we’ve developed a streamlined, battle-tested process of scoring. It includes an easy method for your individual evaluators to reach a consensus without lengthy, question-by-question debate.
After scoring the proposals, it is crucial to verify the integrity of the responses. Like everything else, we’ll use our extensive insights to tailor this process to your organization, department and situation. But one thing is certain – your verification process will be thorough and multi-faceted. It typically involves vendor interviews, demonstrations, on-site visits, further follow-up questions and reference checking.
After this stage is complete, you’ll have complete confidence that the vendor can do what they said in the RFP.
We Don't Stop at Selection
The last explicit stage in our process is the selection of your vendor. Typically, this is where other consultancies part ways, but not at The ROIG Group. We stay on the job until the job is really done. That can mean contract negotiation, or helping with change management to ensure that the impacted teams in your organization are ready and able to deliver results.
We can even train your team in our methodology, customized to your requirements, and provide tools to ensure a repeatable process.
Our team is exclusively comprised of experienced practitioners and all of our seasoned leaders have at least a decade of operational real-world know-how. Our tailored approach has translated into actual success, including at Ramsey County in Minnesota:
"It has been a real boost to have ROIG. Great job by the ROIG team! You truly live up to your reputation."
- Janet Guthrie, Director of Administrative Services, Ramsey County, MN