RFP (Request For Proposal)Many businesses face frustrations with their telecom equipment. We realize that sometimes the frustrations are due to good equipment that has been programmed in a way that is not conducive to how your business functions. However; outdated, outgrown and ineffective equipment does need to be replaced at some point. This is when many managers and IT professionals pull their hair out trying to conduct everyday business while making a smart purchasing decision. Let the professionals at JTS step in as part of your team.
As part of your team we will:
 Research your business needs
Build technical criteria required to maximize your business function
Search for suppliers that match
Draft a Request for Proposal for all vendors to follow
Draft an Evaluation Report highlighting key differences in the proposals
Assist you in making an informed purchasing decision
Project manage the installation of your system.
More Info – Research your business needs
As part of our service to you we offer our expertise in deciphering how technology can fit in or enhance your existing business practices. Before an RFP is developed we take an inventory of needs with not only decision makers but also department heads. This allows us to get a snap shot of the business not only from the top level but also from the service level. The result of this discovery process is presented in a Needs Analysis Report.
The questions we ask center around the following methodology:
Is the technology you have in place today hindering your overall customer service offering to your clients?
Does your local phone service fit your needs or hamper your productivity?
Would a new system add value to the organization or simply provide a new instrument to look at?
If a new system is needed, what are the key business practices it will need to address and what is the priority of those practices? A system can only be as good as the people who use it and vice versa. A poorly implemented telephone system can create undue business problems. However, a system that is programmed and built with your business focus in mind can enhance levels of productivity as well as strengthen the customer service image to your customers.
Building technical criteria...
Once the needs assessment is complete and you agree with the way we are planning to search for technology to assist your business we begin building the RFP document which includes all required and optional features/equipment. At the same time we begin looking for manufacturers that provide systems that meet those needs. By staying up to date with both the traditional PBX as well as the new IP server systems, we take a broad view of the marketplace and narrow down the top choices for you.
Search for suppliers that match...
Depending on your geographic area, the level of expertise in your IT staff (if there is even such a staff in your business model), and your general purchasing requirements we work with you to choose vendors that can supply not only the products but the level of service both you and I expect from a supplier. We value the client input at this level as we realize there are important relationships that you may want to preserve or establish through this process. However, we will be up front if we find the vendor cannot meet the criteria we have set forth during the initial assessment of your project.
Draft a Request for Proposal...
Once the Needs Analysis has been reviewed, the technical criteria has been compiled and the list of vendors completed we finalize and distribute a Request for Proposal (RFP). This document allows the vendors to respond on a level playing field which means they best foot forward and also reduces the likelihood of apples to oranges comparison.
The benefit to you is that you receive multiple proposals but do not have to sit in repetitive, lengthy meetings hoping that you have shared the exact information with each and every vendor. The RFP takes your needs, desires and dreams and turns them into a document that speaks to each vendor in the same way. The better the RFP the better the responses.
Assist you in making an informed decision...
In my former position I saw too many customers make purchasing decision by just looking at the total dollars of the proposals in front of them. The bottom dollar is not always representing the BEST solution for your business. However, the flipside can be true as well. The most expensive vendor is not always the BEST solution. We identify the technical differences not just the ones that are glossed over in the marketing material. We ensure that our customers understand the differences of each system and how they relate back to their original business goals set forth in the discovery process. We answer questions along the way and lend support for the decision making process. We do not always support a customer’s decision to purchase safe or on the edge technology if it goes against the original business goal. We would rather state the truth about how the technology will fit into a client’s business and know that we did all that we could to educate them so the end result is a blessing rather than an unwanted surprise.
Project manage the installation of your system and facilitate changes in service...
Once a decision has been made there is much to do in the coordination of vendors. If it involves a building project the contractor schedule must be watched to ensure that items are ordered and installed at proper times. We make sure that telephone vendors are on board with equipment and training schedules are communicated with the client. We order and schedule installation of telephone line services. If any one of these do not happen on time your chances of having a project come in on time and on budget diminish greatly.
For instance if part of your project involves a vendor placing voice and data cable in a new building, the vendor must be aware of the ceiling construction schedule to ensure that any solid ceiling wires are placed at the exact time so the other contractors are not held up on the job and also that the cable is in place before the contractor closes the ceiling.
Many customers are overwhelmed on a remodel or new building project. They are responsible for picking out carpet, paint, even the types of hinges and handles on the doors. The last thing you need to worry about in this situation is if the cabling vendor or telephone vendor placed a wire in that tan wall you designed. That is where we come in. We take that role and the customer can scratch that “to-do” off of their long list. Telecom Bill Audit, Telecom Consulting, Telecom Analyst, RFP, Erate Services
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