Creating a great request for proposal (RFP) is essential to adopting the right association management software (AMS). A great RFP will lay a solid foundation for the system implementation and establish clear goals and objectives for the entire project. So how do you put together an RFP that gives you the best possible chance of success? Here are 5 tips to get you started.
Specify Your Preferred Response Format
Specifying a preferred format for responses can save your association headaches once you start reviewing proposals. This is true of both the “Pricing” and “Response to Requirements” sections of a proposal, but it is especially relevant in the case of requirements. When an association doesn’t specify a preferred format for the response to requirements, it’s likely to receive responses in a wide range of formats (word, PDF, excel, etc.). If you’ve sent your RFP to a number of vendors, it will be a serious hassle to organize these responses in a way that allows you to compare multiple vendors side-by-side. Formatting your requirements in an excel spreadsheet with a specified area for vendors to respond is the easiest way to avoid this confusion. Excel sheets are easy to combine and will give you a 360 degree view of every proposal submitted.
Rank Your Requirements
It’s a good idea to be as detailed with your requirements as possible. You should never assume that a specific piece of functionality is included in an AMS system. With that said, not all requirements are created equal. Every association has functionality it needs and functionality it would like to have. By placing your requirements in different categories based on their importance, you’ll be able to better evaluate the proposals you receive. An AMS may be able to meet 95% of your requirements, but if the missing 5% are critical to your association, it’s probably not the right system for you.
Compare “Apples-to-Apples”
AMS systems have grown far beyond the basic databases they once were. Many vendors now offer mobile tools, content management systems, hosting services, community tools, and other products/services that fall outside of the traditional AMS platform. Make sure you specify what should and should not be included in the submitted price quotes. It’s also a good idea to ask vendors to quote expected costs for the first 5 years of ownership and not just the initial purchase price.
Establish a Clear Process for Q&A
Every RFP should include a clear process for handling Q&A. The Q&A process helps clarify any ambiguous requirements in the RFP and will improve the quality of the proposals your association ultimately receives. A clear Q&A process should include a deadline by which all questions should be received and instructions on how questions should be submitted. Make sure to give vendors enough time to thoroughly review the RFP before questions are due. Responses to questions should be distributed to all participating vendors. This ensures all vendors are operating on a level playing field with the same information.
Have a Clear, Realistic Timeline
A typical implementation of Euclid’s AMS, ClearVantage, takes 6 months, but implementation times can vary significantly depending on the vendor and the complexity of the project. If your association has a set date when it needs to be live with a new system, make sure to begin your RFP process with plenty of time to reach your goal. It can take a significant amount of time to create an RFP. Vendors are typically given 3-6 weeks to respond once the RFP is distributed. Scheduling demos and viewing product demonstrations can take a few weeks to a few months. Once a vendor is selected, contracts need to be reviewed, and that can take some time as well. All of these steps need to take place before the implementation even begins. We recommend that prospects release their RFPs at least a 9 months before their desired “Go Live” date.
Conclusion
The RFP process can be a daunting one, but if you take it step-by-step and invest the necessary amount of time and resources, the end result will be well worth it. One last tip… don’t be afraid to ask for help. At Euclid Technology, we’re always happy to give advice during the RFP creation process, and there are many qualified consultants that specialize in helping associations through the AMS RFP and selection process. Implementing a new AMS can do wonders for your association. Best of luck in your next RFP!