An IT consultant, you will need to be very familiar with requests for proposals (RFPs) and understand what organizations expect from your bid proposals.
Overview
As an IT consultant, you will need to be very familiar with requests for proposals (RFPs) and understand what organizations expect from your bid proposals. To gain perspective for the requesting organization, you will develop an RFP.
By completing this assessment, you will demonstrate your proficiency in the following course competencies:
Examine the practice of fundamentals necessary for an information technology consulting role.
Evaluate the activities that are key to consulting.
Preparation
Locate a project on the Internet, from your workplace, or through a professional resource, to develop a RFP. For clarity, you are identifying a project that a company needs to complete (the requesting organization), and you will develop an RFP for the project.
Assignment Description
Your RFP should include the following elements:
Introduction: Similar to an executive summary, the introduction states the basic needs and other important information necessary to summarize the project. Be sure to articulate an introduction to the RFP and provide information to support the need for a bid.
General information: This includes the company or government data, general qualifications, and so forth. Be sure to articulate information about the requesting organization of the RFP and provide ample information about the organization.
Description of the goods or services open for bid: Descriptions, guidelines, and other information that provide the basis of information for bidders to have in preparing their responses to the need. Be sure to articulate the goods and services open for bid within the RFP.
Minimum qualifications to bid. Be sure to articulate the contract terms, conditions, and other required elements regarding the minimum qualifications to bid.
Contract terms and conditions. List the key terms and conditions.
Required elements in the bid proposal: A description of each required element that must be present in the bid, which may include an executive summary, deliverables, financials, a summary of proposed project participants, et cetera.
Submittal requirements: The details related to successfully submitting a proposal and a timeframe for submission.
Evaluation criteria: The elements that will be used to evaluate each bid submitted and the award details. Be sure to articulate the exact evaluation procedures and provide a summary of the procedures.
Not all these elements will be found in every RFP, but the first, second, third, fourth, and eighth are considered a minimum set of elements that should be present. You will not need to include all of the elements outlined above in your RFP, but you should provide the minimum. Make sure to complete the following steps:
Submit the RFP to your instructor in the assignment submission area.
Revise your own RFP based on the feedback you receive from your instructor as you can use some of the information developed in Week 6 in your Week 10 Assignment: Consulting Business Plan.
Sample Solution
RFP: Development of a Cloud-Based HR Management System
Introduction
[Company Name] seeks a qualified IT vendor to develop and implement a robust, cloud-based Human Resource Management System (HRMS). The HRMS will streamline HR processes, improve data accuracy, and enhance employee experience. This RFP outlines the specific requirements and expectations for the project.
General Information
[Company Name] is a [Industry] company with [Number] employees. We are committed to leveraging technology to improve operational efficiency and employee satisfaction.
Description of Goods or Services
The HRMS should provide the following core functionalities:
- Employee Information Management:
- Centralized storage and management of employee data (personal information, contact details, employment history, etc.)
- Efficient onboarding and offboarding processes.
Full Answer Section
- Time and Attendance:
- Time tracking, attendance management, and leave management.
- Integration with payroll systems.
- Performance Management:
- Goal setting, performance reviews, and feedback mechanisms.
- Performance analytics and reporting.
- Recruitment and Onboarding:
- Job posting, applicant tracking, and interview scheduling.
- Onboarding documentation and training.
- Benefits Administration:
- Enrollment, eligibility verification, and claims processing for various benefits (health insurance, retirement plans, etc.).
- Payroll and Compensation:
- Integration with payroll systems for accurate and timely payroll processing.
- Compensation planning and administration.
- Reporting and Analytics:
- Customizable reports and dashboards to track key HR metrics.
- Data-driven insights to support strategic decision-making.
Minimum Qualifications to Bid
- Proven experience in developing and implementing HRMS solutions.
- Strong understanding of HR processes and compliance requirements.
- Expertise in cloud technologies and cloud-based application development.
- Ability to integrate with existing systems (e.g., payroll, accounting).
- Demonstrated project management skills and ability to meet deadlines.
Contract Terms and Conditions
- Contract Duration: [Specify the contract duration, e.g., 3 years].
- Payment Terms: [Specify payment terms, e.g., milestone-based payments].
- Intellectual Property Rights: [Specify ownership of intellectual property rights].
- Confidentiality: [Specify confidentiality requirements].
- Indemnification: [Specify indemnification provisions].
- Dispute Resolution: [Specify dispute resolution mechanisms].
Required Elements in the Bid Proposal
- Executive Summary
- Technical Proposal (detailed system design, architecture, and implementation plan)
- Functional Specifications (detailed description of each feature and functionality)
- Project Timeline
- Project Team Structure and Responsibilities
- Cost Proposal
- Security and Compliance Plan
- Maintenance and Support Plan
Submittal Requirements
- Submission Deadline: [Specify the deadline for proposal submission]
- Submission Format: Electronic submission in [specified format, e.g., PDF]
Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- Technical Approach and Solution
- Project Management Methodology
- Team Experience and Qualifications
- Cost-Benefit Analysis
- Compliance with RFP Requirements
The selected vendor will be awarded the contract based on the evaluation of these criteria.
Note: This is a basic template and should be customized to fit the specific needs of your organization. It's important to include detailed requirements, specific timelines, and any special considerations that may be relevant to your project.