An RFP, or Request for Proposal, is a written document released by your Tribe defining exactly what you are looking for in the software. RFPs are also a way you can ask vendors to work with you, and force them to describe their products in detail and see if their products match your needs. You are then able to evaluate every returned proposal utilizing a similar grading scale so you can quantify how each vendor’s product satisfies your needs.
Writing and RFP is a somewhat time consuming process, but by putting in the work on the front end, you can make sure that there is no ambiguity on what you will be provided as you near contract signing. This process also helps you further define your needs into consumable pieces so you can get everyone on board on what you are attempting to accomplish with the purchase.
RFPs also allow vendors to review your requirements and submit to you a general estimate of cost. This will give you an excellent basis for how to approach and rate each returned submission. In addition, an RFP does weed out vendors who are not willing to dedicate time to answering these documents, which allows you to only work with vendors who are serious about providing you with a solution.
Last, if you feel an RFP is a too consuming process, you may be able to put together an RFI or Request For Information. This kind of document is less formal than an RFP but can help you identify what vendors are out there that would be able to help you solve your software needs.
Next week, come back and I will be talking about which type of a software solution and vendor would best fit your needs. I will discuss both a completely customized solution and what is available, versus an COTS (Commercial Off the Shelf) solution.