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more than yours you may end up as a small fish in their client pool.
3. Geography – if important to you. There are two aspects to this: stock movements (more important) and communication (less important after set up).
4. Client List – if published can give a good flavour of relevant experience.
After applying all these filters, hopefully you will have a list of under a dozen potential candidates. If not, go around again.
At this stage it is well worth picking up the phone. Aim to speak with the top manager on-site, verify your research so far, give an outline of your requirement, and satisfy yourself of their genuine interest. If so, then ask if they would be interested in receiving an NDA (Non- Disclosure Agreement) in anticipation of an RFP (Request for Proposal) from you as stage one of your selection process.
It would not be surprising to find that after these calls there are only half a dozen potentials left.
The aim of the RFP is to produce a short-list of a maximum three potential partners, which you must go and visit.
The RFP Process In drawing up the RFP document, which should be in the same form for all recipients, it is best to use a standard format with the
18 following elements:
1. The Process with timelines for each stage until appointment on success.
2. The Common Communication Methods and Personnel with procedures for Questions and Answers as well as Response form and Deadline.
3. The Business Overview a short form only
4. The Service Requirements all the expected processes
5. The Business Metrics as much detail here as you have gathered and feel comfortable about disclosing
6. The Service Standards to apply to each process
7. The Standard Format Costed Response Although it may be requested, it is rare to receive all responses in the same format
8. Compliance, Policy and Ethics Statements preferably certified by a Director
9. Providers Financial Statements the NDA should allow for release of current Management Accounts and the previous two years published Accounts.
10. Providers Client List if no names can be provided then possible conf lict cannot be established
11. Providers Systems Proposal including identification of interfaces and any development needed with timescales
12. Providers Assertion as to Suitability often
interpreted as a sales brochure. But bonus points if tailored to the specific needs
13. Providers nomination of Support Contacts One Director, One Technical and One Account Management (at least)
14. Providers Standard Terms and Conditions these should not necessarily be adopted but worth reviewing for liability disclaimers.
The timeline Preferably you should allow:
• 1 week for confirmation of receipt.
• 1 further week for questions arising.
• 1 further week for answers to be distributed.
• 1 further week for responses to be delivered.
• 2 further weeks for consideration and notification of short-list success or otherwise
• 2 further weeks for site visits to 3 sites
• 2 further weeks for consideration and final selection (subject to Agreement)
So that’s ten weeks gone before you have even started.
Partner Implementation It would be easy to think that after all that the hard work is done.
No – it is only just starting!
More on the implementation process in the next article.
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