10052016 ssp seminar2_pesanelli
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Transcript of 10052016 ssp seminar2_pesanelli
RFP Process
October 5, 2016
An Independent Publisher Perspective
Jennifer L. PesanelliDeputy Executive Director for Operations
& Director of Publications
Sometimes I am the vendor.
• Association Management Services– General Management: Executive Directors, Business
Managers– Meeting Management– Support Services: Membership, Accounting, IT
• Publication Services– Editorial, Peer Review, Production (not systems)– Programs, Abstracts, Directories– Content Licensing, Fulfillment
Sometimes I am the client.
• Our Association Management Needs– Database – Association Management Software (AMS)– Financial Management System– Third party support for client society programs
• Commercial publishing RFPs and contracts
• Our Publishing Needs – Manuscript submission and peer review system– Composition, tagging, printing– Author billing– Online platform
Identify and define the need
• Organization requirement?• Contract up for renewal?• Problem with current vendor or current system?
– Resolvable – Other options
• Future needs assessment
The Very Important Request for Proposal (RFP)
• Best bet for apples to apples• Internal team
– Volunteers– Staff
• Engage a consultant?– Manage the process– Expert knowledge– Extension of staff
Pre-RFP RFP??
aka Selecting a Consultant
Selecting a Consultant
• Seek recommendations• Provide project details
– Needs– Expectations
• Have a conversation
Picking the best for the job
• Ask for a proposal – Scope of services– Schedule of deliverables– Cost
• Have another conversation• Worth the cost?
What is their function?
• Help you define your need• Identify vendors in the market place• Develop the RFP document• Manage the schedule and the process• Be the point of contact for the vendors• Analyze and summarize the proposals• Arrange the presentations• Help you score the presentations• Support the contract negotiation process
The RFP – How you slice it
• Details, details, details• Requirements document
– MUST have– Nice to have– Other?
• Welcome questions• Expectations
Demos – What’s on the inside?
• Tell them what you want to hear– Company information– Service or system overview
• Demo– Differentiators – Your workflow– Enhancements
Proposal Pitfalls and Demo Don’ts
Aka Bad Apples
Putting Pieces Together
• Proposal to Contract phase– Scope inclusion
• Negotiation– Exit strategy!
• Transition
The Desired End Result