GUIDE
Six Quick Steps in
the QMS Request for Proposal (RFP) Process
When selecting a quality management system (QMS), an RFP is an excellent way to let vendors know what you're looking for. This request helps them come to you with the correct information and a clear overview of how their solution can help you reach your goals.
What you need to know
The following steps help you create your RFP document, solicit bids from vendors, and choose the QMS that's right for your business.
STEP 1:
Identify stakeholders
and gather requirements
STEP 2:
Create the RFP document
STEP 3:
Identify
vendors
STEP 4:
Evaluate
responses
STEP 5:
Schedule
demos
STEP 6:
Final
evaulation
It's essential to identify these groups, from the experts involved in the implementation to the end-users. It's also essential to consider how your IT and finance departments might be involved with the software — as well as any other departments that may be impacted.
Here are some stakeholders you may want to consider:
Implementing a QMS could affect many different stakeholders within the business.
STEP 1:
Identify stakeholders
and gather requirements
STEP 01: IDENTIFY STAKEHOLDERS
Together, define the RFP, the challenge you want the chosen solution to help you overcome, the goals you want to achieve, and how success looks. That'll help establish the scope and begin building the criteria for evaluating each proposal.
After identifying a list of stakeholders, start to gather requirements.
GATHER REQUIREMENTS
EXPERT
You might want to enlist the help of a third-party expert or give RFP ownership to someone on the quality team.
END USER
From whole departments to individual employees.
IT
If your IT department provides some support or handles implementation, they need to be part of this process.
FINANCE
The finance department may want to monitor the spending of the RFP and the final contract.
DECISION
MAKER
Involving key decision-makers early on can help you find the correct requirements for the project.
LEGAL
As a successful RFP will end in a contract, it's important to loop in your legal team from day one..
STEP 2:
Create the RFP document
If you need a starting point, take a look at the ETQ RFP template here. It’s based on the hundreds of RFPs we have responded to. From this document, it's crucial to determine your goals and measurements of success. This determination allows you to set clear expectations for the vendor who wins the project. Without these measurements in place, you could waste money on a project that cannot hit goals.
Once you've gathered the requirements from all stakeholders, it's time to create your RFP document.
DOWNLOAD RFP TEMPLATE
STEP 02: CREATE THE RFP
Download Template
You may want to send a request for information to these vendors before sending the full RFP. The information they send about their solutions could help you shape requirements and evaluation criteria for the final RFP document. Send the RFP out to all vendors with a clear deadline —we have seen anything from weeks to quarters depending on the situation —for bids when you're ready.
Once you have identified your chosen vendors, it’s essential to send the document to all vendors simultaneously to give them equal time to prepare a proposal.
STEP 03: IDENTIFY VENDORS
STEP 3:
Identify
vendors
Look back at your established criteria and use this to rate the different elements of a vendor's pitch. This process allows you to create an overall score for each vendor based on how they work and the features the QMS will provide. This final number can help you objectively evaluate who will best fit your needs.
When you've gathered vendor responses, it's time to score them.
STEP 04: EVALUATE RESPONSES
STEP 4:
Evaluate
responses
Vendors who all fit your criteria and could be a good match for your business and its goals. Contact the vendors on the shortlist to ask clarifying questions or request further information. Shortlists also depend on your situation - the numbers vary from organization to organization.
From these proposals and scores, you should start to see a clear shortlist forming
SHORT LIST
Consider overall price, evaluation scores, the terms of the agreement, and any relevant support they'll offer in implementing their solution. At this stage, don't be afraid to negotiate on those terms to find the best fit for your business. There could be one vendor who is well ahead in all elements of their proposal but might be lacking a corporate capability — such as ongoing support and online training— that would make life easier for your end-users. You must be as transparent with your vendors as possible during this process.
Following the demos, the vendor leading the pack should be pretty clear.
STEP 6:
Final
evaulation
STEP 06: FINAL EVALUATION
Step 5:
Schedule
demos
This demo can help you better understand how the chosen platform works for your stakeholders. You may also ask additional questions at this stage to clarify important points, or start to dive into the terms of the agreement.
An essential part of the RFP process is to schedule a demo for the QMS platforms you're considering.
STEP 05: SCHEDULE DEMOS
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Six Quick Steps in
the QMS Request for Proposal (RFP) Process
When selecting a quality management system (QMS), an RFP is an excellent way to let vendors know what you're looking for. This request helps them come to you with the correct information and a clear overview of how their solution can help you reach your goals.
What you need to know
The following steps help you create your RFP document, solicit bids from vendors, and choose the QMS that's right for your business.
STEP 1:
Identify stakeholders
and gather requirements
Implementing a QMS could affect many different stakeholders within the business.
STEP 01: IDENTIFY STAKEHOLDERS
It's essential to identify these groups, from the experts involved in the implementation to the end-users. It's also essential to consider how your IT and finance departments might be involved with the software — as well as any other departments that may be impacted.
Here are some stakeholders you may want to consider:
STEP 1:
Identify stakeholders
and gather requirements
Together, define the RFP, the challenge you want the chosen solution to help you overcome, the goals you want to achieve, and how success looks. That'll help establish the scope and begin building the criteria for evaluating each proposal.
After identifying a list of stakeholders, start to gather requirements.
GATHER REQUIREMENTS
STEP 2:
Create the RFP document
STEP 2:
Create the RFP document
STEP 3:
Identify
vendors
STEP 02: CREATE THE RFP
DOWNLOAD RFP TEMPLATE
If you need a starting point, take a look at the ETQ RFP template here. It’s based on the hundreds of RFPs we have responded to. From this document, it's crucial to determine your goals and measurements of success. This determination allows you to set clear expectations for the vendor who wins the project. Without these measurements in place, you could waste money on a project that cannot hit goals.
Once you've gathered the requirements from all stakeholders, it's time to create your RFP document.
Download Template
You may want to send a request for information to these vendors before sending the full RFP. The information they send about their solutions could help you shape requirements and evaluation criteria for the final RFP document. Send the RFP out to all vendors with a clear deadline —we have seen anything from weeks to quarters depending on the situation —for bids when you're ready.
Once you have identified your chosen vendors, it’s essential to send the document to all vendors simultaneously to give them equal time to prepare a proposal.
STEP 03: IDENTIFY VENDORS
STEP 3:
Identify
vendors
STEP 4:
Evaluate
responses
STEP 5:
Schedule
demos
STEP 6:
Final
evaulation
Look back at your established criteria and use this to rate the different elements of a vendor's pitch. This process allows you to create an overall score for each vendor based on how they work and the features the QMS will provide. This final number can help you objectively evaluate who will best fit your needs.
When you've gathered vendor responses, it's time to score them.
STEP 04: EVALUATE RESPONSES
STEP 4:
Evaluate
responses
Inclusive of vendors who all fit your criteria and could be a good match for your business and its goals. Contact the vendors on the shortlist to ask clarifying questions or request further information. Shortlists also depend on your situation - the numbers vary from organization to organization.
From these proposals and scores, you should start to see a clear shortlist forming
SHORT LIST
This demo can help you better understand how the chosen platform works for your stakeholders. You may also ask additional questions at this stage to clarify important points, or start to dive into the terms of the agreement.
An essential part of the RFP process is to schedule a demo for the QMS platforms you're considering.
STEP 05: SCHEDULE DEMOS
Step 5:
Schedule
demos
Consider overall price, evaluation scores, the terms of the agreement, and any relevant support they'll offer in implementing their solution. At this stage, don't be afraid to negotiate on those terms to find the best fit for your business. There could be one vendor who is well ahead in all elements of their proposal but might be lacking a corporate capability — such as ongoing support and online training— that would make life easier for your end-users. You must be as transparent with your vendors as possible during this process.
Following the demos, the vendor leading the pack should be pretty clear.
STEP 06: FINAL EVALUATION
STEP 6:
Final
evaulation
How to get ready to implement a QMS
Following the RFP process, it's crucial to update stakeholders as you get ready for implementation. That'll help manage expectations while establishing a clear timeline and individual action points. By following the quick steps above, you can create a clear RFP document that solicits bids from QMS vendors. It'll help you properly evaluate each proposal to find the QMS that works best for your business and stakeholders.
Your organization needs a solution that seamlessly reflects its exact purpose and character.
One size doesn’t fit all for a quality management system (QMS).
IMPLEMENTING A QMS
Implementing a QMS
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QUALITY GRADER
Learn more about the Quality Journey
EXPERT
You might want to enlist the help of a third-party expert or give RFP ownership to someone on the quality team.
END USER
From whole departments to individual employees.
IT
If your IT department provides some support or handles implementation, they need to be part of this process.
FINANCE
The finance department may want to monitor the spending of the RFP and the final contract.
DECISION
MAKER
Involving key decision-makers early on can help you find the correct requirements for the project.
LEGAL
As a successful RFP will end in a contract, it's important to loop in your legal team from day one..