3 Simple Steps to Building a Request for Proposal

What is the problem I need to solve?

Who needs to be involved in the decision making?

How will I choose a vendor?

All of these are questions you can have as you begin your journey to a new ECM system. There are so many questions unanswered, many of which you can’t answer yourself. The next step may be to go to the RFP (Request for Proposal) process to gather answers, and knowing how to approach this will help you choose the best vendor for your needs.

First, ensure you know your needs.

Gathering a list of pain points you know you need to tackle in your solution is valuable. But also outlining the unknowns that you may need help with can also be very valuable. Make it easier for vendors to give you information specific to your needs, as well as information you didn’t know you could even use!

Second, create your RFP.

Referencing RFPs from other companies can help, but make sure your request is specific to your company’s unique needs. Consider your budget, your users, and your leaders. What will benefit each of these the most? They all won’t benefit from the same things, so consider prioritizing your needs in the RFP clearly. In addition to the solution offering, it is also important to request information about the companies who will be responding. Where are they located? Have they done this work before? Do they train and support to the level you’re going to need?

Third, evaluate your gathered responses.

After a few weeks of working time, you will have your responses back and will be ready to compare your options. Look for clear, concise answers that reflect confidence in their work and an emphasis on being able to master the challenges presented to the company. Don’t be afraid for follow ups, either. Set a meeting for further interviews of respondents to make sure you feel comfortable with your choice. KeyMark welcomes the opportunity to respond to RFPs and values the process and time it took you to create your request. Please send us your RFP if you are interested in more information or a possible response!