Steps of Procurement Process Leading to RFP

Steps of Procurement Process Leading to RFP
Part A
The full expansion of RFP is a “request for proposal” application. An RFP is a document
listing the requirement specifications of the materials or solutions to be purchased through
RPF, the selection criteria among the vendors who can supply the materials or solutions, the
terms and conditions, the timeline, testing and assessment of the materials, warranty details,
cost estimates and details of the AMC cum agreement (Westfall, 2011). The RFP can be
launched against empanelled suppliers or it can be a global tender where the first phase is to
shortlist the suppliers.
The RFP can be different types like RFP, RFQ and RFI. An RFQ is used when the cost is the
deciding issue for the vendor to offer a solution. An RFI is used to help the issuer with fact-
finding about which suppliers may be able to deliver the solution or the details of the solution
is not known to the issuer. The basic information of the solution is given in RFI and vendors
will detail their solutions to match the basic requirements of the issuer. The steps involved are
a presentation of the solutions of the vendors which include the details of the solution, how
the solution is being used in similar organizations, their feedbacks and test results (Westfall,
Clarke & Langendorfer, 2013). The elements of an RFP are:
1. Project overview: RFP document starts with the overview of the proposed solution, also
known as a summary and background. It is the introduction to the issue and the request for
the desired solution. The project summary will outline briefly what our business is looking
for and why (“Request for Proposal (RFP)”, 1993).
2. Proposal Guidelines: We must clarify to suppliers what we are looking for in their
reaction, including the deadline.
3. Project description and requirements: details of the project requirement are discussed in
this chapter (“Request for Proposal (RFP)”, 1993).
4. Project Deliverables and Scope: This chapter provides information about what we pay the
seller for and what it is supposed to deliver.
5. Timeline: Total length of time within which the vendor has to complete and hand over the
project to the user.
6. Evaluation method: involves a selection process, selection deadline, price negotiation
process, item assessment by the presentation of the vendor and solution testing (Mandell,
1986).
7. Agreement: Service level agreement is part of this process.
8. Warranty and AMC details.
Part B
I am involved with procurement in my organization for the last six years. I shall brief about
an incidence where the solution passed the test stage of the evaluation process but failed
miserably when implemented for the organization as a whole. The solution was about the
online healthcare delivery system which contains several modules like patient care delivery