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<h1 class="title-vSffe0 title titlepage">Process code for software procurement</h1>
<div class="main-frame-vSffe0">
<div class="content-Oan1Sz content">
<div class="intro-W8X73b">
<div class="titlepage-k6lp0A"><div class="page-title-TXJ8am titlepage">2c. RFP writing</div></div>
<div class="content-k6lp0A content">
<p class="this-section-will-help-you-FaYgyi mulish-bold-black-16px">This section will help you:</p>
<div class="cluster-FaYgyi cluster">
<article class="goal">
<img class="icongoal-bcnf1L icongoal" src="img/icon-goal-24@2x.png" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Develop objective and fair criteria and incorporate insights from market research and benchmarking
</p>
</article>
<article class="goal">
<img class="icongoal-3gI0nY icongoal" src="img/icon-goal-36@2x.png" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Incorporate departmental and municipal priorities into the criteria
</p>
</article>
<article class="goal">
<img class="icongoal-CVu38H icongoal" src="img/icon-goal-37@2x.png" alt="icon.goal" />
<div class="this-is-a-goal-for-a-particular-activity detail">Write an RFP</div>
</article>
</div>
</div>
</div>
<div class="challenges-W8X73b">
<div class="titlesubsection"><div class="subsection-title titlesection">Common challenges</div></div>
<div class="content-RO5ZS1 content">
<p class="you-may-encounter-th-tPTUSt body">
<span class="span0-xV0OFR body"
>You may encounter these frictions as you do the work of RFP writing. These are challenges the </span
><span class="span1-xV0OFR bodylink">Recommended actions</span
><span class="span2-xV0OFR 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-c8uslj content">
<div class="title-a5sqxJ title mulish-bold-black-16px">Culture of Caution</div>
<p class="lorem-ipsum detail">
Cities and their procurement teams often assume that procurement law is inflexible, and re-use
existing templates for RFPs to “play it safe.” These can unnecessarily constrain and influence the
project definition and the resulting product. Start from a good description of the problem and an
effective development process, then add in only the legal and procedural details that are necessary.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/icon-challenge-25@2x.png" alt="icon.challenge" />
<div class="content-iTD7JM content">
<div class="title-JuAng6 title mulish-bold-black-16px">Writing in legalese</div>
<p class="lorem-ipsum detail">
People often write RFPs in “legalese,” assuming that it appears more formal or legitimate. However,
writing in a confusing way will only hinder the contracting and development process. It creates a
high barrier to participation for small vendors who do not have bid sourcing or legal support.
Describe the needs and criteria in clear, plain language.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/icon-challenge-25@2x.png" alt="icon.challenge" />
<div class="content-PKTbcH content">
<div class="title-cG5kAL title mulish-bold-black-16px">Narrow and over-specified scope</div>
<p class="lorem-ipsum detail">
RFPs often over-specify criteria and requirements, or they jump to describing products rather than
problems. This forecloses the possibility of receiving bids that are innovative or exceed
expectations. Narrow scoping also reduces the number of eligible vendors, which can leave you
choosing between a small number of bad options. Don’t over specify the end product up front. Focus
on the problem to solve and find the right vendor—then you can develop a solution.
</p>
</div>
</div>
</div>
</div>
<div class="actions-W8X73b">
<div class="titlesubsection"><div class="subsection-title titlesection">Recommended actions</div></div>
<div class="frame-142-5JjZH6">
<p class="x1-mapping-existing-t-fA8HEx titlesubsection">
1. Mapping existing technical and operational systems
</p>
<p class="your-goal-is-to-desi-fA8HEx body">
Your goal is to design software that integrates well with the city’s existing technical environment,
including cloud services, local servers, open data platforms, end user workflows, and cross-departmental
data sharing protocols. Start by mapping the existing landscape.
</p>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-F6YCGi content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Meet with technical teams
</div>
<p class="lorem-ipsum detail">
Review system architecture, existing platforms, and interoperability considerations.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-xSBxoP content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">Meet with end users</div>
<p class="lorem-ipsum detail">
Review any additional software that they use, and how the proposed software would fit into their
daily workflow.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-6xsxra content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Document the city’s technical and operational environment
</p>
<p class="lorem-ipsum detail">
This can be a simple overview or list that helps map out a more detailed exploration
</p>
</div>
</div>
</div>
<div class="cluster-5JjZH6 cluster">
<p class="x2-designing-value-an-jlIxVX titlesubsection">
2. Designing value- and values-led evaluation criteria
</p>
<div class="flex-container-2457236-jlIxVX">
<div class="text0-2457236-WRAw5A body">
<span class="span0-WoKuGC body"
>It is important to state the evaluation criteria clearly in the RFP. In fairness to the bidders,
criteria should leave little room for subjectivity—but that doesn’t mean you should avoid social or
values-based criteria. In fact, stating values explicitly in the RFP means you are completely
justified in using them as part of your evaluation.<br
/></span>
</div>
<div class="text1-2457236-WRAw5A body">
<span class="span1-x1KzkR body"
>Your goal, as you write criteria, is to maximize eligible bids. The more responses you get, the
higher likelihood that you will find a great solution or vendor.
</span>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-v0yNfu content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Consider your criteria in a 2x2 matrix
</p>
<div class="flex-container-i246742360214892-yrZ4z6">
<div class="text0-i246742360214892-0pXX5v detail">
<span class="span0-X7UNZN detail"
>Include software and vendor evaluation criteria, and mandatory and optional criteria.<br
/></span>
</div>
<div class="text1-i246742360214892-0pXX5v detail">
<span class="span1-u5Xwax titlesubsection-p">Software evaluation:</span
><span class="span2-u5Xwax detail"> Technical performance </span
><span class="span3-u5Xwax mulish-normal-black-14px">(derived from benchmarks and standards)</span
><span class="span4-u5Xwax detail"
>, and user experience (derived from user journeys and design ideas revealed in the discovery
phase)<br
/></span>
</div>
<div class="text2-i246742360214892-0pXX5v detail">
<span class="span5-PN3NHA titlesubsection-p">Vendor evaluation:</span
><span class="span6-PN3NHA detail"> Qualities of the organization to be hired<br /></span>
</div>
<div class="text3-i246742360214892-0pXX5v detail">
<span class="span7-7vHYux titlesubsection-p">Mandatory:</span
><span class="span8-7vHYux detail">
If a software or vendor fails to meet all of these requirements, the bid is eliminated. These
are also known as “eliminatory criteria.” <br
/></span>
</div>
<div class="text4-i246742360214892-0pXX5v detail">
<span class="span9-HJ44i2 titlesubsection-p">Optional:</span
><span class="span10-HJ44i2 detail">
Software or vendors should satisfy as many of these criteria as possible. These are also known
as “points-based criteria.”<br
/></span>
</div>
<div class="text5-i246742360214892-0pXX5v detail">
<span class="span11-dr9SZJ titlesubsection-p">Here’s a simple sample matrix:</span>
</div>
</div>
</div>
</div>
<div class="visualaidmatrix-jlIxVX">
<div class="visualaidmatrixbox-qeCs4S visualaidmatrixbox">
<div class="flex-container-i2981577929815760-zGD5FW">
<div class="text0-i2981577929815760-blfgYl mulish-normal-black-13px">
<span class="span0-x0BYbS mulish-normal-black-13px-2"
>Open source, licensable under Creative Commons Zero<br
/></span>
</div>
<div class="text1-i2981577929815760-blfgYl mulish-normal-black-13px">
<span class="span1-Ml97Lq mulish-normal-black-13px-2"
>User privacy must follow OECD guidelines</span
>
</div>
</div>
</div>
<div class="visualaidmatrixbox-FDdpGb visualaidmatrixbox">
<p class="software-will-ideall-p9pxQC mulish-normal-black-13px-2">
Software will ideally meet WCAG “AA” level guidelines
</p>
</div>
<div class="visualaidmatrixbox-eovuxW visualaidmatrixbox">
<p class="we-require-a-local-e-KDT3Ja mulish-normal-black-13px-2">
We require a local, emerging business which is minority or woman-owned
</p>
</div>
<div class="visualaidmatrixbox-gJHkCV visualaidmatrixbox">
<p class="we-prefer-energy-sta-C4ZxxL mulish-normal-black-13px-2">
We prefer Energy Star certified data centers in countries with strong consumer protection laws
</p>
</div>
<div class="software-evaluation-criteria-qeCs4S mulish-bold-black-16px-2">
Software evaluation criteria
</div>
<div class="mandatory-qeCs4S mulish-bold-black-16px-2">Mandatory</div>
<div class="vendor-evaluation-criteria-qeCs4S mulish-bold-black-16px-2">Vendor evaluation criteria</div>
<div class="optional-qeCs4S mulish-bold-black-16px-2">Optional</div>
</div>
</div>
<div class="guidelinessolo-5JjZH6">
<div class="title-3JjPzt title">
<img class="iconguidelines-94wFcv" src="img/icon-guidelines@2x.png" alt="icon.guidelines" />
<div class="guidelines-94wFcv mulish-bold-black-16px">Outcomes-based procurement</div>
<img class="arrowdown-94wFcv" src="img/arrow-down@2x.png" alt="arrow.down" />
</div>
<div class="flex-container-i24572692117085-3JjPzt">
<div class="text0-i24572692117085-0liaie detail">
<span class="span0-5JACLX detail"
>You’ve done a lot of market research, so you are familiar with the technical landscape—but there
may be novel solutions you haven’t yet discovered. Outcomes-based procurement is helpful if you
don’t know all of the existing solutions to the problem statement.<br
/></span>
</div>
<div class="text1-i24572692117085-0liaie detail">
<span class="span1-EClGg3 detail"
>As you write evaluation criteria, think in terms of the goals and outcomes, rather than a given
solution. Vendors might surprise you with unexpected ways to address your problem statement. <br
/></span>
</div>
<div class="text2-i24572692117085-0liaie detail">
<span class="span2-vDAxGt detail"
>With an outcomes-based framework, your RFP can also promote innovation. By describing outcomes, not
solutions, you’ll attract vendors who are willing to work with you to co-develop a novel
solution.</span
>
</div>
</div>
</div>
<div class="frame-146-5JjZH6">
<p class="x3-writing-with-effective-language-wfiwTg titlesubsection">
3. Writing with effective language
</p>
<p class="vendors-will-underst-wfiwTg body">
Vendors will understand your needs best if they are written clearly, in plain language. A well-written
RFP will encourage more and varied vendors to respond.
</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-dwJlNc content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Much is communicated between the lines of what is written
</p>
<p class="lorem-ipsum detail">
If you put an RFP out for the minimum required number of weeks, vendors will think you just want to
work with incumbents who already contract with the city and have more resources for bidding, as
opposed to smaller firms with more innovative, high-quality solutions.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-wyOdHw content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">Make it clear and simple</p>
<p class="lorem-ipsum detail">
There is no reason why RFPs need to be written in overly formal and confusing language.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-mP7NIN content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">Less is more</div>
<p class="lorem-ipsum detail">
Focus on the problem (the “why”)—leave the “what” and the “how” up to vendors.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-xUSG60 content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Read a draft of the RFP from the vendor’s perspective
</p>
<p class="lorem-ipsum detail">
What biases are communicating with the content, format, or criteria of the RFP?
</p>
</div>
</div>
</div>
<div class="frame-147-5JjZH6">
<p class="x4-including-addition-X2ATex titlesubsection">4. Including additional required RFP content</p>
<p class="your-colleagues-in-t-X2ATex body">
Your colleagues in the legal and procurement departments will specify additional required content that
should be added to the RFP. This may include clauses for liability, terms of contract, etc. Discuss with
legal and procurement teams to understand what this required content is, and become familiar with it.
</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-yQ0ZiU content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Some standard clauses may undermine the desired solution or process
</p>
<p class="lorem-ipsum detail">
For example, legacy clauses about reviewing for satisfactory performance, or about timing of
deliverables, may make it difficult to run an agile development process or to use modular budgeting.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/icon-action@2x.png" alt="icon.action" />
<div class="content-glfwBm content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Integrate standard language and legal clauses
</p>
<p class="lorem-ipsum detail">
Be vigilant about those that get in the way of your goals and project plan.
</p>
</div>
</div>
</div>
</div>
<div class="outcomes-W8X73b">
<div class="titlesubsection"><div class="subsection-title titlesection">Takeaways</div></div>
<div class="cluster-ZjzpFt cluster">
<article class="outcome">
<div class="icongoal-cUKNxj 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-bold-royal-blue-16px-2">Technical landscape map</div>
</article>
<article class="outcome">
<div class="icongoal-pJywxq 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-bold-royal-blue-16px-2">Evaluation criteria</div>
</article>
<article class="outcome">
<div class="icongoal-5yqw3r 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-bold-royal-blue-16px-2">RFP document</div>
</article>
</div>
</div>
<div class="references-W8X73b">
<div class="titlesubsection"><div class="subsection-title titlesection">Further reading</div></div>
<div class="frame-140-gTiHMA">
<article class="reference">
<div class="number"><div class="x1 body">1.</div></div>
<div class="content-kdnTbq 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">2.</div></div>
<div class="content-2R2tz6 content">
<div class="frame-163"><div class="source-name subtext">City of Boston</div></div>
<a
href="https://docs.google.com/document/d/1Rv_PxgXKP9RSeFBU5rw7EzaZHXD-ygjnwaNcQa2R4rU"
target="_blank"
><div class="link-title-here mulish-bold-azure-radiance-16px">Sample Draft RFP Template</div>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">3.</div></div>
<div class="content-H8LHVC content">
<div class="frame-163"><div class="source-name subtext">City of Boston</div></div>
<a href="https://drive.google.com/file/d/0B2quxBDYiO5CS19SUXhoUVRPOUU/" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Sample Supplemental IT Contract Terms
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">4.</div></div>
<div class="content-WIMzdT content">
<div class="frame-163"><div class="source-name subtext">GSA</div></div>
<a
href="https://www.acquisition.gov/browse/index/far
"
target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
US Federal Acquisition Regulation system
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">5.</div></div>
<div class="content-dix4Bx content">
<div class="frame-163"><div class="source-name subtext">Tech Reset Canada</div></div>
<a href="https://www.techresetcanada.org/procurement" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Procurement Reform and Requirement Writing
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">6.</div></div>
<div class="content-TxZTNT content">
<div class="frame-163"><div class="source-name subtext">18F</div></div>
<a
href="https://18f.gsa.gov/2017/11/30/improving-government-outcomes-through-an-agile-contract-format/"
target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Improving government outcomes through an agile contract format
</p>
</a>
</div>
</article>
</div>
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