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Larry Morgan, Head of Operations for SAP Global Facilities Management, Americas spoke last week at the NFMT Orlando Conference and mentioned how important RPF’s are to an entire organization in a time when facilities management moves from primarily cost driven to high value driven outcomes.

Larry Morgan focused on the key points on how to define, design, develop, and deliver a high value driven RFP.

The four objectives discussed were:

  • Driving value
  • Accountability
  • Alignment
  • Partnerships

What are you trying to accomplish?

  • High-level business case
  • Business requirements
  • Define resources and stakeholders
  • Focus on expected outcomes

Create a checklist of items to get your RFP started to lead you in the right direction. Consider the business you are trying to attract and explain in detail the product and services required to complete the RFP.

Scope of Work and Deliverables

This is the second stage where you take your initial requirements and filter.

  1. Refinement of requirements
  2. Stakeholder review and approval
  3. Define detailed timeline
  4. Provide clear deliverables and expectations
  5. Refine project costs

This is the end of the planning stages when it comes to timeline execution, stalkholder intentions, and costs.

Vendor Selection and Building RFP

Stages three and four are meant to determine your vendors and the purpose of your RFP.

  1. Pre-qualify vendors
  2. Is there a need for a RFI? (Request for Information) If so, what is it and what is the value?
  3. Purpose of RFP
  4. Level of partnership
  5. Detailed timeline
  6. Expectations, outcomes, cost, and value
RFP Release and Vendor Completiion and Vendor Down Select

This phase concludes the vendor selection and pricing guide.

  1. Conduct bid meeting by conference call or on-site
  2. Addendum period/timerame
  3. Technical selection criteria
  4. Pricing criteria
  5. Vendor down select (2-3 vendors)
Vendor Due Diligence and Award

Final stage of the RFP process where negotiations are made with the vendors and a set of rules are laid out.

  1. Vendor references
  2. Terms and conditons
  3. Incentives and penalities
  4. Negotiation
  5. Contract award – Announcements
  6. Level of Publicity
  7. Kickoff plan and execution

Preparing a RFP is a timely and lengthy process but it could be much easier with an EAM CMMS. AN EAM CMMS allows you to prioritize and create a master task list that reflects your unique requirements. A tailored RFP document is helpful when communicating with vendors.

Enterprise Asset Management and Computerized maintenance management software solutions give managers a complete view of company-owned assets-including the design, construction, commissioning/decommissioning, replacement and maintenance of equipment, fleet vehicles, and facilities.

Businesses across nearly all industries use EAM CMMS solutions for proactively planning, controlling, and optimizing the operation fo all their physical assets.