Analyze the type of contract being used in the RFP. Is it a “fixed price” or a “cost-plus” contract, and why?
The Course Project for MGMT408 is composed of 2 parts. The first part is about analyzing existing RFP solicitation structures to use as a model for the student to develop Request for Proposal (RFP) solicitation, in this way allowing the students to familiarize themselves with the outsourcing processes and specifically with the contract management process. The second part is to create an RFP solicitation that is IT related. Students will use what they researched and analyzed from Part 1 A and B to create an RFP IT solicitation.
Search for at least 3 RFP examples in the IT arena to help you create your own RFP in Part 1-B.
The websites suggested to conduct your research are
https://www.grants.gov/web/grants/search-grants.html (Links to an external site.)
https://www2.ed.gov/fund/contract/about/request.html (Links to an external site.) (Links to an external site.)
You may be required to register. Instructions are located at the site within the documentation.
Once at the website, you will enter your search criteria for the state and type field for a solicitation.
Search for opportunities and select any opportunity of interest to you. Since in Week 7, Part 2 of the Course project, you will need to create an IT RFP, so you should look for well-structured IT RFPs.
Analyze the selected formal written proposal for structure, content, and unique requirements specific to the product or service being requested. Review the delivery methods, legal requirements, and other relevant points for consideration to be included as appropriate to the RFP solicitation you will be creating.
Key sections that you should pay special attention include:
The scope of work or scope of service
Special requirements and qualifications to be able to bid
RFP’s selection criteria (What is the criteria and point system use),
RFP management process
Contract type ( Is it Fixed Price, Cost Plus, or T&M ?)
(NOTE: You are not responding to the RFP solicitation; you are just analyzing the most important sections to prepare you for PART 2 of the course project)
Using the RFP Analysis Template (Links to an external site.), you will write an analysis on the selected IT RFP’s from Part 1-A. You will create a document with the following information:
Table of Contents
Sections as listed below
RFP Summary (Write a 1 page). The RFP summary is usually taken from the instructions to bidders from the requestor or the instructions to bidders or in the scope and description of work.
Analyze the statement of work (P-SOW) found in the RFP and why it is needed. (Write 2-3 pages )
Analyze the management plan (Write 1-2 pages)
Analyze the selection criteria and methodology used for selecting a winner proposal. (Write 1-2 pages )
Analyze the type of contract being used in the RFP. Is it a “fixed price” or a “cost-plus” contract, and why? (Write 1-2 paragraphs).
Include the solicitation number, requestor’s name, RFP type, and product or service being requested, and contract award date.
The format of your entire analysis must use standard margins with 12-point font.
Your written analysis should be at a minimum of 4 to 6 pages, plus cover and reference page.
Resources: The PMBOK® Guide is a good starting point. Please be advised that considerable relevant material is also available on the Internet, so you might want to conduct a search for materials that may yield insights into the RFP development process. Use the RFP template from your PP1 assignment, which can be downloaded by clicking here.
Procedures and deadline: The Part 1A RFP analysis should be prepared in a Microsoft Word format suitable for electronic transmission. Any resources used beyond the textbooks need to be cited in your document, including links to relevant websites. Be sure to include citations and a bibliography.
Submission details: All of Part 1 (A and B) documents must be submitted no later than the end of Week 4. Submit a copy of the three RFP Solicitations you have research and selected, and 2) the analysis you developed using the template provided.
Part 2 A:
The RFP solicitation is due week 7
In the second part of the project, you will use the knowledge you developed in Part 1 to create an RFP solicitation document using these part 2 formatting guidelines. The RFP document that you will be creating must be on an IT related project, task, or function that a company has decided to outsource. The procurement document should reflect an area of individual or team interest, or you may select one of the procurement cases below as the basis for creating an RFP.
DESCRIPTION OF RFP PROCUREMENT OPTIONS
Option A – An Inventory Control System
You sell IT related equipment from a catalog, and business has been blossoming. But your inventory tracking system is inadequate. In high season, supply outages have been frequent, and customer complaints about delays have been increasing. You fear that your business will die on the vine unless something is done to improve things. You want to hire a management consultant to design a new inventory tracking system. This kind of work requires typically about six months of effort. It is now May. You need to issue an RFP for this work. The procurement will be for the design stage only—implementation may or may not be handled under a separate contract later. Hint: Creating a project charter and project scope statement will facilitate to identify the procurement-SOW. Use what you have learned in part 1 to develop an RFP solicitation.
Option B – Call Center Hardware Upgrade.
The call center has decided to outsource the work to replace 500 single monitor by dual LED monitors to increase agent productivity and reduce overall energy expenditure in the building. The increase in productivity will create a more customer-friendly experience by reducing customer wait time and decreasing frustrations that the agents face with the current single monitor setup. The lower energy costs will result in lower operating costs for the call center, and the increase in productivity will generate additional revenue. Hint: Creating a project charter and project scope statement will facilitate to identify the procurement-SOW. Use what you have learned in part 1 to develop an RFP solicitation.
Option C – requires Professor approval. The topic selected must be related to an IT related outsource project, task, or function.
Directions for Part 2-A Create an RFP Solicitation – IT Related
Use the RFP Procurement Template (Links to an external site.) and follow the document to create the following:
The first page of your overall submission must be a cover sheet that contains the project title, name, date, and course identifying information (e.g., “MGMT408 for this term” will suffice, but use the correct term identifier).
The second page will be a table of contents (TOC) listing the major RFP sections and page numbers.
The next 10-12 pages constitute the main body of the RFP. Download and use the RFP template as a guide to creating your solicitation by clicking here. You should not have any not applicable sections (N/A) or to be determined (TBD) in the proposal. Include a reference page at the end of the proposal listing the references that you used in the RFP preparation in APA format, including websites, if any. Don’t also forget to cite any sources in the text of your paper using APA format. This is an academic assignment, so APA format is required.
The minimum structure should, therefore, be as follows.
Cover sheet (one page)
Table of contents (one page)
RFP main body (minimum of 10 to 12 pages)
References in APA format (no page limit)
Appendices (no page limit)
Appendix B: supplier list (one page)
Total assignment length should be 13 to 16 pages long, including everything. The format of your entire proposal must use standard margins with 12-point font.
Resources: The PMBOK® Guide is a good starting point. Please be advised that much relevant material is also available on the Internet, so you might want to search for materials that may yield insights into the RFP development process.
Deadline: Part 2-A is due by the end of Week 7.
Online students could record their voice over in each of the PPT slides. Onsite students could present live onsite.
You will prepare a PowerPoint presentation or use another presentation program to share the results of your research. Your presentation should include the following slide sections:
Specific information from your RFP Solicitation
Part-1 A: (Due Week 3) and B: Submit both Part-1 A and Part-B (Due Week 4)
Cover Page 5
RFP Summary 23
Analysis of the procurement statement of work (P-SOW) found in the research RFP 23
Analysis on the selection criteria and methodology use 23
Determine and discuss the type of contract being use in the RFP 16
Professionalism of Format, Grammar, Spelling, Page Count 10
Total Points 100
Part 2: (Due Week 7)
Cover Page Due Week 7 5
Table of Content and References Due Week 7 5
SECTION I – ADMINISTRATIVE INFORMATION Due Week 7 30
SECTION II – PROGRAM BACKGROUND AND SCOPE OF SERVICES Due Week 7 30
SECTION III – PROPOSAL CONTENT AND CONDITIONS Due Week 7 30
SECTION IV – CONTRACTUAL INFORMATION Due Week 7 30
Professionalism of Format, Grammar, Spelling, Page Count, and so on Due Week 7 10
Total Points 140
PART 2-B: RFP Solicitation PowerPoint Presentation (Due Week 8)
PROJECT COMPONENT DESCRIPTION Points
Title Slide Name, Date, Class, Title 5
Program Background and Scope of Service Provide background information from your RFP explaining the scope of service 15
Proposal Content Detail some of the contents of the proposal 15
Contractual Information Share the contractual information of your RFP 15
References Cite references used to create your RFP 5
Presentation Presentation is visually appealing (transitions, pictures, colors, voice/pitch, tone) 5
Total Points 60