logo image

Interoffice Memorandum

This memorandum details the eight most vital metrics that will be used for evaluating Request for Proposal (RFP) responses from different vendors. The importance of each metric would likewise be discussed in order to justify its inclusion in the list for evaluating RFP responses from vendors of an 825 line PBX/Voice Messaging system for the new Divisional Office of the firm that will house management, sales/marketing, human resources, finance, and accounting personnel.

METRICS FOR EVALUATION

There are many different evaluation metrics that can be used in assessing vendor response to the RFP. Metrics should be associated with specific deliverables and should be well-defined and measurable. Primarily during the vendor evaluation and selection process, the organization should consider how adaptable the provider can be. Another specific metric is the vendors’ financial stability. A further metric should be service offerings, which asks if the candidate provides the services detailed in the functional requirements portion of the RFP. Additionally, user-friendliness of the proposed systems should be taken as a metric.

A fourth metric is culture, which implies that the candidate should share the same philosophy and values as the organization, as well as having its mission and strategic goals in line with the firm’s own. Fifth is user satisfaction, which asks if the candidate will seek and use input from users to improve the level of service, and will the candidate be able to maintain and exceed current levels of service. Yet another metric to be taken into consideration is the operations of the vendor, which includes the use of appropriate methods, resources and processes, and which also asks if the vendor has the procedures in place that protect against equipment breakdown and malfunction.

Cost is another metric to be considered, which includes the covering of all requested items with the necessary degree of detail in the bid. The financing scheme is another metric to be considered, which involves the payment options available for the firm. Finally, control system is an important metric that will be used for evaluating RFP responses from different vendors.

Importance of each metric

Adaptability is important because it determines the vendor’s provision of access to new technologies or in dealing with unforeseen circumstances. Financial stability is vital for reasons of security. Service offerings determine if the vendor has complied with the firm requirements. User friendliness is essential to avoid large training costs. In the evaluation process, how the potential provider’s company culture stands up against the company’s own is important because, ultimately, this process is about people. Tompkins (2005) asserts that when there is a solid cultural fit between two parties, communication flows and challenges are met and overcome. User satisfaction is to ensure that there will be a harmonious working relationship between vendor and user.

Vendor operations are imperative to assure operational efficiency and effectiveness. Cost is the obvious metric, so that the company will achieve economy in the purchase. Financing scheme is crucial to adapt to the available resources of the company, and control systems is critical to maintaining the security of the messaging system for the new Divisional office.

Conclusions

The ten most vital metrics for RFP responses evaluation from the different vendors has been identified in this memorandum, as well as the importance of each metric that could possibly help contribute to settle on the most appropriate local vendor of the 825 line PBX/Voice Messaging system for the new Divisional Office.

Future Action

Once the metrics have been identified, they are applied to each candidate. It is often helpful to create a matrix (shown in the attachment) to use in the final evaluation. It features the suggested performance categories (metrics) and weightings. All that has to be done is to rate the short-listed proposals against the criteria. Each category is weighted to reflect its relative importance. The next line of action would therefore be to utilize the RFP Evaluation Matrix through assignment of points for each participating vendor and collating the results, which would lead to the decision of which local vendor to lease the 825 line PBX/Voice Messaging system for the new Divisional Office from.

Attachments

Evaluation Criteria Vendor 1 Vendor 2 Vendor 3
Item Weight (%) Score Total Score Score Total Score Score Total Score
      (Wt. X Score)   (Wt. X Score)   (Wt. X Score)
 Adaptability 15.0%            
 Cost 15.0%            
 User friendliness 15.0%            
 Service offerings 10.0%            
 Financing scheme 10.0%            
 User satisfaction 10.0%            
 Vendor operations 10.0%            
 Financial stability 5.0%            
 Culture 5.0%            
 Control systems 5.0%            
Totals: 100.0%            

RFP EVALUATION MATRIX

WORK CITED

Tompkins, J. (2005). Logistics and Manufacturing Outsourcing: Harness your Core Competencies.

Need essay sample on "Interoffice Memorandum"? We will write a custom essay sample specifically for you for only $ 13.90/page

Raleigh, North Carolina: Tompkins Press.

 

Can’t wait to take that assignment burden offyour shoulders?

Let us know what it is and we will show you how it can be done!
×
Sorry, but copying text is forbidden on this website. If you need this or any other sample, please register

Already on Businessays? Login here

No, thanks. I prefer suffering on my own
Sorry, but copying text is forbidden on this website. If you need this or any other sample register now and get a free access to all papers, carefully proofread and edited by our experts.
Sign in / Sign up
No, thanks. I prefer suffering on my own
Not quite the topic you need?
We would be happy to write it
Join and witness the magic
Service Open At All Times
|
Complete Buyer Protection
|
Plagiarism-Free Writing

Emily from Businessays

Hi there, would you like to get such a paper? How about receiving a customized one? Check it out https://goo.gl/chNgQy