05/26/06
topic: RFP Evaluation
Course: MGMT408
TACO addressed by assignment
Given a case study that identifies a need to modify current telecommunication services, use feasibility analysis to compare different solutions and select a recommended solution. Design a vendor management process that uses Request for Proposals (RFP) and RFP response evaluation. All written documents should meet the stated technical requirements, as well as the legal/business components required in such a document, and be professional and written in the appropriate style.
n Analyze the need, identify the business drivers for meeting the need, and research possible solutions.
n Analyze the costs, benefits, and risks in deciding whether an in-house or an outsourced solution plan is most appropriate for the given situation.
n Justify different solution options through feasibility analysis using appropriate cost justification metrics such as; net cash flow (NCU), net present value (NP), payback period, return on investment (ROY), discounted cash flow (DOFF), internal rate of return (IR), total cost of ownership (TACO), return on assets (ROAD), or other metrics including; price/performance ratio, cost per transaction, cost per employee, or cost per customer.
n Create a written business case that presents different solution options, as well as a recommended solution, to upper management.
n Analyze examples of RFP documents and describe how each section of the RFP applies to project and vendor management.
n Develop a weighting and evaluation criteria for judging bid proposals in response to an RFP.
ASSIGNMENT
Background
Your recommendation of either purchasing or leasing the new PBX system for the Division Office. You will issue Request for Proposals to several local vendors and you expect their responses within the next three weeks. Once the RFP responses are received they will be evaluated on one vendor chosen to supply and install the system.
The Chief Information Officer (CIO) wants to make sure your team has the evaluation criteria well-defined prior to receiving the RFP responses. You need to write a memo to both the CIO and the Project Manager (assume the course instructor is the Project Manager) explaining your evaluation criteria.
Deliverables
1. Memo addressed to the CIO and project manager that identifies and explains the ten most important items to use in evaluating the RFP responses. The memo must contain a discussion of the following:
a. Identify five mandatory requirements – for example, 900 wired lines – and five other important criteria.
b. The “weight” associated with each item identified. Weights are percentages that reflect the relative importance of each item. The sum of the weights must be 100%.
c. A scoring system for assigning points to each item – for example you could use a range of 0 to 10 with 0 meaning that item is not addressed by the vendor and 10 meaning the item is fully addressed by the vendor. Explain the criteria for assigning each point value. (The points assigned to each item are multiplied by the weight for that item. The results are added to get an overall score for each vendor.)
2. Attach a sample RFP evaluation matrix to the memo. An example evaluation matrix has been provided.
MATERIALS AND AIDS
1. Business memo template.
2. RFP Evaluation Matrix template.
3. Internet reference on memo writing – http://owl.english.purdue.edu/handouts/pw/p_memo.html .
4. Excerpt discussing memo writing from Scheming, Hank. (2005). Business Capstone Writing Notes. (Used by permission of Author)
5. Course text book, Decry University library, and Internet access for research.
ASSIGNMENT CHECKLIST
1. _____ Have I used the correct templates for the memo and the RFP Evaluation Matrix?
2. _____ Have I completed the memo header information correctly?
3. _____ Have I stated the memo’s purpose clearly and in three sentences or less?
4. _____ Have I included the appropriate major headings and sub-headings (if necessary)?
5. _____ Have I addressed the topics indicated in the instructions – five mandatory requirements and five optional requirements?
6. _____ Is my discussion logical, clear, and accurate?
7. _____ Have I included the most important and relevant information?
8. _____ Is my reasoning supported by research or course material?
9. _____ Have I properly cited and referenced my research?
10. _____ Have I checked spelling and grammar?
11. _____ Have I correctly completed the RFP evaluation matrix (information placed in cells highlighted in yellow)?
12. _____ Have I attached the required RFP evaluation matrix?
13. _____ Have I reviewed the quality guidelines for this assignment?
QUALITY GUIDELINES
Excellent – Meets and exceeds all assignment requirements. The memo is well laid out, easily understood, contains no spelling or grammar errors, and provides all necessary information. The recommended evaluation items and scoring systems are well supported with evidence and logical reasoning. The RFP evaluation matrix is correctly filled in and is logical. All references are cited and listed properly.
Satisfactory – Meets all assignment requirements. The memo addresses the topic at hand but may contain some grammar and spelling errors. Content is adequate although the reader may have to deduce some conclusions due to slight omissions of necessary information. The recommended evaluation items and scoring systems are identified although support is lacking or reasoning is not thorough. The RFP evaluation matrix is correctly filled in and is logical. References are cited and listed properly.
Unsatisfactory – Meets some, but not all, assignment requirements. There are multiple grammar or spelling errors. Memo is not written in a logical fashion or does not address necessary information in a clear manner. No supporting evidence is provided for recommendation or reasoning is not logical. The RFP evaluation matrix is not filled in correctly, is not attached, or is not logical. No references, no citations, or improper citing and listing of references.
Credit:ivythesis.typepad.com
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