3b-vendor-interactions.html

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      </header>
      <h1 class="title-8ycx22 title titlepage">Process code for software procurement</h1>
      <div class="main-frame-8ycx22">
        <div class="content-wubU4x content">
          <div class="intro-KYOuHh">
            <div class="titlepage-JrpcvV"><div class="page-title-Az0Igy titlepage">3b. Vendor interactions</div></div>
            <div class="content-JrpcvV content">
              <p class="this-section-will-help-you-M4QEtR mulish-bold-black-16px">This section will help you:</p>
              <div class="cluster-M4QEtR cluster">
                <article class="goal">
                  <img class="icongoal-YOsCTu icongoal" src="img/icon-goal-24@2x.png" alt="icon.goal" />
                  <div class="this-is-a-goal-for-a-particular-activity detail">Answer all vendor questions</div>
                </article>
                <article class="goal">
                  <img class="icongoal-LxMwG7 icongoal" src="img/icon-goal-24@2x.png" alt="icon.goal" />
                  <p class="this-is-a-goal-for-a-particular-activity detail">
                    Treat all vendors equally, fairly and respectfully
                  </p>
                </article>
                <article class="goal">
                  <img class="icongoal-3w5Hpo icongoal" src="img/icon-goal-24@2x.png" alt="icon.goal" />
                  <p class="this-is-a-goal-for-a-particular-activity detail">
                    Prevent unfair advantage through transparent information disclosure
                  </p>
                </article>
                <article class="goal">
                  <img class="icongoal-7axTsu icongoal" src="img/icon-goal-24@2x.png" alt="icon.goal" />
                  <p class="this-is-a-goal-for-a-particular-activity detail">
                    Become familiar with the solutions that bidders are offering
                  </p>
                </article>
              </div>
            </div>
          </div>
          <div class="challenges-KYOuHh">
            <div class="titlesubsection"><div class="subsection-title titlesection">Common challenges</div></div>
            <div class="cluster-riyVEe cluster">
              <p class="you-may-encounter-th-3yOVhY body">
                <span class="span0-MZsKvn body"
                  >You may encounter these frictions as you do the work of vendor interaction. These are challenges the </span
                ><span class="span1-MZsKvn bodylink">Recommended actions</span
                ><span class="span2-MZsKvn body">
                  are designed to solve, or that may arise as you take those actions.
                </span>
              </p>
              <div class="challenge">
                <img class="iconchallenge" src="img/icon-challenge-25@2x.png" alt="icon.challenge" />
                <div class="content-oKbGQE content">
                  <div class="title-1h5qA6 title mulish-bold-black-16px">Inconsistent messaging</div>
                  <p class="lorem-ipsum detail">
                    In some cases, city staff answer the same question differently throughout an RFP bidding timeframe.
                    Avoid inconsistency by aligning internally, having a single point of contact for the RFP, and
                    publishing all questions and answers.
                  </p>
                </div>
              </div>
              <div class="challenge">
                <img class="iconchallenge" src="img/icon-challenge-25@2x.png" alt="icon.challenge" />
                <div class="content-W2tT59 content">
                  <p class="title-zGxeBR title mulish-bold-black-16px">Hesitance to engage with vendors</p>
                  <p class="lorem-ipsum detail">
                    There is a common assumption that interacting with vendors is forbidden or illegal. It isn’t! The
                    ground rules of procurement are fairness, objectivity and transparency. As long as you adhere to
                    those principles when you interact with vendors, there is significant opportunity for creativity.
                  </p>
                </div>
              </div>
            </div>
          </div>
          <div class="actions-KYOuHh">
            <div class="titlesubsection"><div class="subsection-title titlesection">Recommended actions</div></div>
            <div class="frame-142-N5NQhN">
              <p class="x1-communicate-active-hO74ZN titlesubsection">1. Communicate actively, in the right channels</p>
              <p class="communicating-effect-hO74ZN body">
                <span class="span0-iiSoQM body"
                  >Communicating effectively to support a published RFP will build trust with vendors </span
                ><span class="span1-iiSoQM mulish-normal-black-16px">(and the public)</span
                ><span class="span2-iiSoQM body"
                  >. It will also increase the quantity and quality of bids by reducing barriers that may preclude new
                  vendors with higher-quality solutions. Finally, communications can help add the nuance bidders need to
                  align with the underlying (and sometimes implicit) goals, values, and objectives that are motivating
                  the project.</span
                >
              </p>
              <div class="action">
                <div class="iconknowledge">
                  <div class="bulb">
                    <img class="union" src="img/union@2x.png" alt="Union" />
                    <img class="group-194" src="img/group-194@2x.png" alt="Group 194" />
                    <img class="line-48" src="img/line-48@2x.png" alt="Line 48" />
                  </div>
                </div>
                <div class="content-qajOCj content">
                  <div
                    class="an-action-that-requires-high-engagement-nRVKBb an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    RFPs need active promotion
                  </div>
                  <p class="lorem-ipsum detail">
                    Public agencies often assume that publishing an RFP on the standard government RFP portal is enough.
                    However, those platforms can be difficult—especially for newer or smaller firms without extensive
                    resources. Actively promoting your RFP outside of government platforms will increase its visibility
                    to more and varied members of your target audiences.
                  </p>
                </div>
              </div>
              <div class="action">
                <img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
                <div class="content-r7Xp4q content">
                  <div
                    class="an-action-that-requires-high-engagement-d2yNgP an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    Identify target audience(s)
                  </div>
                  <p class="lorem-ipsum detail">Who should this RFP reach, based on your market research?</p>
                </div>
              </div>
              <div class="action">
                <img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
                <div class="content-cUMOgt content">
                  <p
                    class="an-action-that-requires-high-engagement-ewF9ez an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    Use the right channels to reach specific audiences
                  </p>
                  <div class="flex-container-i201495460214892-ewF9ez">
                    <div class="text0-i201495460214892-OyA6IJ detail">
                      <span class="span0-eHDj9p detail"
                        >Like incumbent firms, technical experts, startup companies. Consider:<br
                      /></span>
                    </div>
                    <div class="text1-i201495460214892-OyA6IJ detail">
                      <span class="span1-fagenH detail">Existing outreach platforms </span
                      ><span class="span2-fagenH mulish-normal-black-14px"
                        >(e.g. the city register, formal government RFP listings)<br
                      /></span>
                    </div>
                    <div class="text2-i201495460214892-OyA6IJ detail">
                      <span class="span3-ul9civ detail">Unconventional channels </span
                      ><span class="span4-ul9civ mulish-normal-black-14px"
                        >(e.g. Twitter, software groups like Code for America, and listings like CityMart or
                        CoProcure)<br
                      /></span>
                    </div>
                    <div class="text3-i201495460214892-OyA6IJ detail">
                      <span class="span5-aKx4rm detail">Host an event or demo day </span
                      ><span class="span6-aKx4rm mulish-normal-black-14px">(see later in this section)<br /></span>
                    </div>
                    <div class="text4-i201495460214892-OyA6IJ detail">
                      <span class="span7-KkkeRx detail">Go out to industry meetings or events</span>
                    </div>
                  </div>
                </div>
              </div>
              <div class="guidelinessolo">
                <div class="title-bVCIWW title">
                  <img class="iconguidelines" src="img/icon-guidelines@2x.png" alt="icon.guidelines" />
                  <div class="guidelines mulish-bold-black-16px">Promoting your RFP</div>
                  <img class="arrowdown-fOy63M arrowdown" src="img/arrow-down@2x.png" alt="arrow.down" />
                </div>
                <div class="flex-container-i21174282117085-bVCIWW">
                  <div class="text0-i21174282117085-091V0h detail">
                    <span class="span0-pO6Mam detail"
                      >Vendors are people too. Actively promoting your RFP means using any and all channels to speak
                      with vendors respectfully and clearly.<br
                    /></span>
                  </div>
                  <div class="text1-i21174282117085-091V0h detail">
                    <span class="span1-XxvmHF detail">Write in plain, clear language </span
                    ><span class="span2-XxvmHF mulish-normal-black-14px">(without jargon or assumptions)</span
                    ><span class="span3-XxvmHF detail">.<br /></span>
                  </div>
                  <div class="text2-i21174282117085-091V0h detail">
                    <span class="span4-30ahsX detail"
                      >Be consistent in your messaging and ways you talk about the project. <br
                    /></span>
                  </div>
                  <div class="text3-i21174282117085-091V0h detail">
                    <span class="span5-ETM11j detail"
                      >Focus on the problem statement and the outcomes you are working toward. By not prescribing a
                      solution or approach, you increase the possibility of innovative solutions.<br
                    /></span>
                  </div>
                  <div class="text4-i21174282117085-091V0h detail">
                    <span class="span6-8YxSyU detail"
                      >Go out and actively engage with vendors, academics and community members.</span
                    >
                  </div>
                </div>
              </div>
            </div>
            <div class="frame-144-N5NQhN">
              <div class="x2-answering-questions-H7qz42 titlesubsection">2. Answering questions</div>
              <p class="a-good-vendor-will-o-H7qz42 body">
                A good vendor will often need to ask clarifying questions in order to write a technical bid that
                satisfies your technical requirements and problem statement.
              </p>
              <div class="action">
                <div class="iconknowledge">
                  <div class="bulb">
                    <img class="union" src="img/union@2x.png" alt="Union" />
                    <img class="group-194" src="img/group-194@2x.png" alt="Group 194" />
                    <img class="line-48" src="img/line-48@2x.png" alt="Line 48" />
                  </div>
                </div>
                <div class="content-r4McXG content">
                  <div
                    class="an-action-that-requires-high-engagement-xLa7pn an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    Consistency is key
                  </div>
                  <p class="lorem-ipsum detail">
                    Ensure that all of the information you provide throughout the RFP bidding timeframe is clear. Not
                    only will this simplify the process of evaluating bids, it will also signal to vendors that you are
                    a good partner and that you understand the software development process.
                  </p>
                </div>
              </div>
              <div class="action">
                <img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
                <div class="content-Xj0tvB content">
                  <p
                    class="an-action-that-requires-high-engagement-GNKmxI an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    Create a single document with project information
                  </p>
                  <p class="lorem-ipsum detail">
                    You and your colleagues will draw on this central repository when you are answering all vendor
                    questions. This helps to maintain consistency.
                  </p>
                </div>
              </div>
              <div class="action">
                <img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
                <div class="content-M3Rtih content">
                  <p
                    class="an-action-that-requires-high-engagement-HrTQ3M an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    Create a public forum for vendor interactions
                  </p>
                  <div class="flex-container-i201495860214892-HrTQ3M">
                    <div class="text0-i201495860214892-fu9fe6 detail">
                      <span class="span0-b5EdGd detail"
                        >Your organization may already have one. Include project-specific channels: <br
                      /></span>
                    </div>
                    <div class="text1-i201495860214892-fu9fe6 detail">
                      <span class="span1-Zx2AYD detail">for vendors to submit clarification questions.<br /></span>
                    </div>
                    <div class="text2-i201495860214892-fu9fe6 detail">
                      <span class="span2-T9puct detail"
                        >for you to post answers. Any information that you provide to one vendor must be publicly
                        available to all vendors.</span
                      >
                    </div>
                  </div>
                </div>
              </div>
            </div>
            <div class="frame-145-N5NQhN">
              <p class="x3-hosting-workshops-and-demonstrations-7cxtgu titlesubsection">
                3. Hosting workshops and demonstrations
              </p>
              <p class="if-there-is-a-strong-7cxtgu body">
                If there is a strong market for existing solutions, you should get first hand experience with the
                vendors and the products they’re selling.
              </p>
              <div class="action">
                <img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
                <div class="content-UkeiGx content">
                  <div
                    class="an-action-that-requires-high-engagement-fphYAy an-action-that-requires-high-engagement mulish-bold-black-16px"
                  >
                    Host a workshop
                  </div>
                  <p class="lorem-ipsum detail">
                    Invite all potential bidders. During the workshop, walk through the user journeys, play out
                    scenarios, describe the problem statement and KPIs. Put a recording online.
                  </p>
                </div>
              </div>
              <div class="guidelinessolo">
                <div class="title-MyQYIB title">
                  <img class="iconguidelines" src="img/icon-guidelines@2x.png" alt="icon.guidelines" />
                  <p class="guidelines mulish-bold-black-16px">Guidelines for workshops and demonstrations</p>
                  <img class="arrowdown-pDzPai arrowdown" src="img/arrow-down@2x.png" alt="arrow.down" />
                </div>
                <div class="flex-container-i21174132117085-MyQYIB">
                  <div class="text0-i21174132117085-lrVTWh titlesubsection-p">
                    <span class="span0-ch7w6N titlesubsection-p">Schedule two-part meetings:</span
                    ><span class="span1-ch7w6N detail"> include demos for frontline staff </span
                    ><span class="span2-ch7w6N mulish-normal-black-14px"
                      >(so they can see what their day to day would be like)</span
                    ><span class="span3-ch7w6N detail"
                      >. Then bring in the technical staff so they can ask questions like security and database
                      architecture.<br
                    /></span>
                  </div>
                  <div class="text1-i21174132117085-lrVTWh titlesubsection-p">
                    <span class="span4-bW1omI titlesubsection-p">Never use NDAs</span>
                  </div>
                </div>
              </div>
            </div>
          </div>
          <div class="outcomes-KYOuHh">
            <div class="titlesubsection"><div class="subsection-title titlesection">Takeaways</div></div>
            <div class="frame-139-2SuPsa">
              <p class="create-or-complete-t-0H6yUk body">
                Create or complete the following outputs before moving on to the next step.
              </p>
              <div class="goals-0H6yUk">
                <article class="outcome">
                  <div class="icongoal-Ff2cJA icongoal">
                    <div class="v2">
                      <img class="gear-2" src="img/gear-2-2@2x.png" alt="gear 2" />
                      <img class="arrow-2" src="img/arrow-2@2x.png" alt="arrow 2" />
                    </div>
                  </div>
                  <p class="this-is-an-outcome-t mulish-semi-bold-royal-blue-16px">
                    The RFP has been promoted using many and varied channels.
                  </p>
                </article>
                <article class="outcome">
                  <div class="icongoal-qxuMQ8 icongoal">
                    <div class="v2">
                      <img class="gear-2" src="img/gear-2-2@2x.png" alt="gear 2" />
                      <img class="arrow-2" src="img/arrow-2@2x.png" alt="arrow 2" />
                    </div>
                  </div>
                  <p class="this-is-an-outcome-t mulish-semi-bold-royal-blue-16px">
                    All vendor questions are answered, and answers are publicly available to all vendors.
                  </p>
                </article>
                <article class="outcome">
                  <div class="icongoal-7k7RKE icongoal">
                    <div class="v2">
                      <img class="gear-2" src="img/gear-2-2@2x.png" alt="gear 2" />
                      <img class="arrow-2" src="img/arrow-2@2x.png" alt="arrow 2" />
                    </div>
                  </div>
                  <div class="this-is-an-outcome-t mulish-semi-bold-royal-blue-16px">Bids are submitted.</div>
                </article>
              </div>
            </div>
          </div>
          <div class="references-KYOuHh">
            <div class="titlesubsection"><div class="subsection-title titlesection">Further reading</div></div>
            <div class="frame-140-A9stVD">
              <article class="reference">
                <div class="number"><div class="x1 body">1.</div></div>
                <div class="content-1RV8vs content">
                  <div class="frame-163"><div class="source-name subtext">CityMart</div></div>
                  <a
                    href="https://medium.com/citymartinsights/unit-8-communicating-and-engaging-markets-and-communities-2b26d186f205"
                    target="_blank"
                    ><p class="link-title-here mulish-bold-azure-radiance-16px">
                      Communicating and engaging markets and communities
                    </p>
                  </a>
                </div>
              </article>
              <article class="reference">
                <div class="number"><div class="x1 body">2.</div></div>
                <div class="content-uFKtHb content">
                  <div class="frame-163"><div class="source-name subtext">Open North</div></div>
                  <a href="https://opennorth.ca/publications/2hvkzrlujufylsvxgf7li5_en" target="_blank"
                    ><p class="link-title-here mulish-bold-azure-radiance-16px">
                      Open and Ethical Procurement Guide on Engaging with the Private Sector
                    </p>
                  </a>
                </div>
              </article>
              <article class="reference">
                <div class="number"><div class="x1 body">3.</div></div>
                <div class="content-UbOkg9 content">
                  <div class="frame-163"><div class="source-name subtext">City of Boston</div></div>
                  <a
                    href="https://docs.google.com/presentation/d/1BRm-ZR-UMmyT-DrwN2mTI1j7Pkt4oOMlrRBH_rr-bl8/edit?usp=sharing"
                    target="_blank"
                    ><div class="link-title-here mulish-bold-azure-radiance-16px">Writing for clarity</div>
                  </a>
                </div>
              </article>
              <article class="reference">
                <div class="number"><div class="x1 body">4.</div></div>
                <div class="content-Mw7emf content">
                  <div class="frame-163"><div class="source-name subtext">SAM.gov</div></div>
                  <a href="https://sam.gov/search" target="_blank"
                    ><p class="link-title-here mulish-bold-azure-radiance-16px">
                      US Registration and Contract database
                    </p>
                  </a>
                </div>
              </article>
              <article class="reference">
                <div class="number"><div class="x1 body">5.</div></div>
                <div class="content-jVTFKD content">
                  <div class="frame-163"><div class="source-name subtext">BidNet</div></div>
                  <a href="https://www.bidnet.com/" target="_blank"
                    ><div class="link-title-here mulish-bold-azure-radiance-16px">RFP Platform</div>
                  </a>
                </div>
              </article>
            </div>
          </div>
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                <div class="title-cT5xp9 title mulish-bold-white-16px">3a. Assessment phase</div>
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                <div class="title-zIX79P title mulish-bold-white-16px">3c. Bid evaluation</div>
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                <div class="section-title">
                  <div class="x1-section-name-TXWjxd x1-section-name titlesection-p">1. Orientation</div>
                </div>
                <div class="subsections">
                  <a href="1a-getting-oriented.html">
                    <article class="navsubsectionv2-GKywXi navsubsectionv2">
                      <div class="capacity-building body">a. Welcome!</div>
                    </article></a
                  ><a href="1b-capacity-building.html">
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                      <div class="b-subsection-name body">b. Capacity-building</div>
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