Submit your contact details through the boxes below and a representative from Plutonic Zoo will contact you to discuss your situation and needs.
What do we mean with Information Technology Tender Management?
The process of professionally sourcing a new product in the IT space can be daunting. There are many vendor offerings that all claim and often look to satisfy our needs.
A tender process (expression of interest EOI, request for information RFI, request for quotation RFQ, request for proposal RFP, request for offer RFO) can be a way to compare various offerings and make an informed product selection decision, either as an open tender (everyone can respond) or as a closed tender (responses are only accepted by invitation). However, to run a successful tender process is an expert job that can be time consuming. If not done right a tender process can create confusion and a feeling of being overwhelmed.
Plutonic Zoo specialises in running tender processes. Our impartial positioning, long industry experience, ongoing broad market research, and focus on the intended business outcomes allow us to design and run an efficient and effective tender process resulting in a consensus decision of your evaluation team on the selection of a product.
What do we do?
We complement your internal expertise to provide any or all of the following:
Elicit your business requirements;
Develop detailed holistic specifications including functionality, integration, user interface, support, time, and finances;
Develop your vendor and product evaluation and selection criteria;
Define the tender timelines, evaluation process, and internal resources needed for the tender process;
Write the tender documentation, fulfilling industry and legal requirements;
If you choose to issue a closed tender, identify qualifying vendors and products, who will be sent the tender and invited to respond;
Liaise with vendors during the respond period;
Evaluate vendor responses against pre-defined selection criteria;
Facilitate discussions within your evaluation team on interpretation of information received from vendors;
Short-list vendors and products, and provide rationale for rejecting others;
Assess cost implications of excess or deficient functions and features of short-listed vendors
Obtain references from current users of short listed products and vendors;
Organise presentations, demonstrations, and discussions with short-listed vendors;
Negotiate practical product and services arrangements for the implementation project and beyond;
Draft practical contract detailing relevant expectations of you and the vendor;
Provide implementation support on a strategic, management, commercial, technical, and communication level as needed;
What are the benefits?
Consensus decision within your evaluation team on the selection of a product;
Smooth, efficient, professional, and auditable tender process;
Independent translation of jargon and other vendor information;
Detailed insights into pros and cons of possible solutions to your business problems;
Timely warning for potential traps and pitfalls of candidate products;
Clear view of expected cost of ownership of products;
Confidence through expert support during all commercial, technical and logistical discussions with vendors;
Professional expectation management of you and the vendor, minimising the risk of bad conflicts down the track;
How long will it take and what will it cost?
In an initial complimentary discussion about your situation and our approach, we will define with you the most suitable plan, and which services you want us to perform. We can then price our services upfront.
What do you do next?
Contact Plutonic Zoo to explore what can be accomplished for your organisation, or submit your contact details through the boxes on top of this page and a representative from Plutonic Zoo will contact you.
