The evaluation and selection phase of the project begins with the conversion of the requirements and gaps identified in the business case portion of the project into specific requirements that are then communicated to potential solution providers via an RFP (request for proposal) or RFI (request for information). The difference between these two documents is a matter of detail.
An RFI is often used too quickly refine a large list of potential solution providers down to a shorter list of five or six solution providers most likely to be a good fit for the requirements. This is often done informally, usually by the consultant. With this more manageable list of five or six solution providers in hand, the RFP as well as as-is/to-be documentation of the current business is provided to the solution candidates. A team evaluation of their responses allows for further refinement of the candidate list to three or four solution providers who will be invited to demonstrate their product.
Demonstrations are controlled by the use of a structured demonstration script. This script is a derivation of and refinement of the RFP. Specifically, where the RFP states “tell me how”, the structured demonstration script will state “show me how”. The selection team will jointly score and evaluate each demonstration.
Based on the RFP responses, the initial pricing offered by the solution provider, the demonstration, and an initial project plan offered by the solution provider, a selection of 1 to 3 preferred providers will be determined. Detailed due diligence activities will then be performed with at least the preferred solution provider reserving the alternate preferred solution providers for follow-up should issues develop with the preferred provider.
This is then followed by contract negotiation which is a subject all in his own right.
These activities result in the following breakdown of tasks, objectives, and deliverables: