Rapid Tender Development™


The Next Wave of Outsourcing –

Will your organisation ride the wave, or be swamped?

 

Why RTD?

Everyone wants to save time and money.  However, skimping on the development of a tender document does not make sense – unless that is, you are not really interested in receiving comprehensive vendor proposals that properly address your requirements.  A clearly written tender document that addresses not just the customer’s concerns but also understands and addresses the normal concerns that a supplier may have, goes a long way to ensuring that you receive sensible and well-thought-out proposals.

Over the years we have written and responded to many tender documents on behalf of our clients.  These have ranged from requests for proposals for quite unique requirements to more simplistic outsourcing tenders.  These latter all tended to need somewhat similar formats and inclusions, the differences being the type of infrastructure being supported and the services required.  In the early days we looked at each situation as a unique situation, reusing what we could but, more often than not, having to develop unique documents for each situation.

That is no longer the case.  Technology standardisation and the commoditisation of standard support services now means that we can reuse a large percentage of textual information to speed up tender preparation in much the same way that developers use reusable code to speed up application development.  Instead of RAD (Rapid Application Development) we call this fast-track tender preparation RTD (Rapid Tender Development) and it can save hundreds of hours and tens of thousands of dollars in the preparation of tenders.

With RTD you receive the benefit of years of research into what works and what doesn’t in the preparation of tender documents.  Without fail every supplier that has responded to a tender document that we produced has praised the clarity of the document, the comprehensiveness of the information provided and the ease of its use. This translates into less time wasted in questions and more time spent on the response.

 

The RTD package

RTD is a unique package that we have developed to assist in the development of tenders for commodity services.  This package includes:

Documentation

      A tender document (one hardcopy format, one electronic format on CD) which includes templates and instructions for completion of every section of information that should be included in the document.

      Standard text reflecting accepted practices is included where practicable with explanations of the reasons and meanings for the text.

      A package of service definitions (one hardcopy format, one electronic format on CD) for over 40 of the most common commodity IT services.  These service definitions are in template form and can be changed to suit individual organisations.  The service definitions are complete and comprehensive and can be used as the basis of any future SLA thus saving future negotiation and contract drafting effort.

      Standard questions that should enable an organisation to properly compare responses from a number of suppliers.  All questions are accompanied by an explanatory note as to why the question should be asked and what the customer should look for in the responses

Training

      One full day training course for up to 10 attendees on how to define services to avoid future conflict and ensure ease of delivery monitoring and management.

      One full day training course for up to 10 attendees on the development of a tender document using the template and the customer’s specific environment as training tools

Consultancy

3 days of consultancy which can be used as preferred.  Some uses of this consultancy include:

      Assistance with the customisation of the service definitions to suit your specific environment.  You would be amazed at what can be achieved in 3 days.

      Assistance with the development of new service definitions for services that are not considered to be commodities and therefore templates have not been provided.  These services are usually unique to an organisation’s specific requirements and so require some degree of analysis before a comprehensive service definition can be developed.  We can help with that.

      Assistance with the customisation of the tender document – especially in those instances where some aspect of your requirements differs to the standard.

      Calculation of likely cost range.  We have comparative data and formulas that we can use to arrive at a likely cost range for the services being requested.  This should give you some sort of idea as to what to expect and, if any response is way outside of the range, what to check more closely.

There is a fixed price for the package which includes everything above.  You get 2 experienced consultants, both qualified to Masters level, each with over 38 years of experience in IT including IT management, delivering training and helping you for the first week – on your site, anywhere in Australia and New Zealand, for one fixed price.

 

Standards complied with

The tender document itself complies with:

      The Australian Standard Code of Ethics and Procedures for the Selection of Consultants

      The Australian Prudential Regulation Authority: Prudential Standard for Outsourcing and related Guidance Notes on Managing Outsourcing Arrangements

      The Australian Standards AS 8015 to 8017 Corporate Governance for ICT and Services Management

The Service Definitions have been “ITILised” wherever practicable, always bearing in mind that ITIL is a library of standard processes that don’t always easily convert to commercial services.  However, all services are defined using standard ITIL nomenclature and definition of terms

All documentation is prepared using MS Word and Excel. One hard copy of all documentation is provided and one electronic copy on CD.

 

The Benefits to you

      You can “kick-start” the development of your tender and associated service definitions and save considerable time.  Our experience has shown that each service takes a minimum of 8 hours to properly define (even with teams of technical experts who said that it shouldn’t take anywhere near that time!).  We have included a package of over 40 comprehensively defined commodity IT technology support services.  This equates to at least 320 hours (or 8 person weeks) of effort – RTD cuts this time considerably.

      You benefit from years of research into what works and what doesn’t – from both a customer and a supplier point of view.  You therefore don’t have to reinvent the wheel and can focus on what is most important – your specific requirements and your specific information.

      The tender templates contain everything you need to know to produce a professional and comprehensive tender document – and you don’t have to worry about what should and shouldn’t be there – we have done that worrying for you.

      The tender documents and service definitions are compliant with the most applicable standards thus assuring a level of accepted quality.

      The questions section includes all appropriate questions – all you have to do is add to them or delete as appropriate.

 
Time saved

If we were to be retained to develop a tender “from scratch” without the benefit of reusable information we would have said (in the past) that the job would take up to 4 months.  That would include all analysis, information gathering etc as well as the development of the documents and service definitions themselves.  RTD can cut this time down to weeks not months for the development of tenders for IT technology support services.

Now I know you may say that you have heard that it should only take a few weeks anyway – and we have been involved in responding to some of those tenders.  Without exception they have been less than adequate.  They have resulted in large amounts of wasted supplier time whilst they try to fill in the gaps and understand cryptic, ambiguous one-liners that do more to confuse than to clarify.  Its no wonder that some responses disappoint the customer. RTD will not only save time in the development of the tender – it saves valuable supplier time.  This time is more profitably spent by the supplier in responding to your requirements – not trying to decipher them in the first place.