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Dancing with Vendors
Large purchases of web management applications and other software can create headaches for government staff through muddled responses, drawn-out contract
negotiations and skewed information from the local media. By following three essential elements or steps of the Request for Proposal (RFP) Process we can
have a better understanding of how it works and how to make it simpler.
One of the keys to preparing a successful RFP is to have clarity, thoroughness and simplicity. It is best to outline the pros and cons. Summarize and sketch
out what the benefits and drawbacks are. Clearly define what you need and what you want. Examine your community and website as a whole and determine what
the goals and expectations are. Make this process as straight forward as possible. If it isn't in your scope, then it is not a part of the project. It is
key to find a point of contact that is an advocate for the entire project. In a structured manner, this person is your "internal champion." They are equipped
with the knowledge to answer, communicate and act out all aspects and information about the RFP process.
Once you have made a decision in the RFP process, you can begin contract negotiations. Contract negotiations have to be both an open process and open discussion
with the vendor. Be clear from the beginning about the vendor's terms and specify whose contract will be used. Make sure your negotiators are in touch with one
another from day one and that those involved are willing to negotiate. Working together from the beginning can help achieve a clear-cut contract process.
When it comes to media management, the key is to get a media advocate involved in the process. They have the knowledge and information to serve as your Q&A go-to.
It is very important to point out key differentiators during the media management process. Not all media for your new website has to involve information solely
about what it costs. This is your time to share information about goals and expectations. Inform and present staff, citizens and the press with information about
how this can help them, what are they getting and what tools and features are included. Take people back to the beginning to help them understand the initial need
and want.
Jesse Manning, Chief Innovation Officer, is part of a team that helps develop, design and manage award-winning community engagement systems that use advanced
technology to connect people with government in new, more efficient ways. To request more information on how CivicPlus can help you start engaging and interacting
with your community, please click here.
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League of Arizona Cities and Towns
1820 W. Washington St.
Phoenix, AZ 85007
Phone: 602-258-5786
Fax: 602-253-3874
http://www.azleague.org
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