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During the search for software, a Request for Information (RFI), Request for Proposal (RFP) or Request for Quote (RFQ) is sent to pre-selected vendors. Typically this is part of the software search and selection process.
 Software selection for retail can be arduous and time consuming. Finding the right vendor who offers the right application and platform with the right database can be a challenge and requires in-depth knowledge and insightful experience.
It is often best to choose a consultant with an independent perspective to conduct the search. Consultants offer opinions and insight from experience into the diligence required to implement or upgrade a system circumventing the timelines required to eliminate applications that don't fit.
RPE's Approach
RPE has compiled an extensive collection of questions to help evaluate how each vendor addresses the required function. Since we are highly experienced in implementations, we also have considerable insight into the preparation and offer more than just asking the right questions. Our processes probe deeper and pinpoint key areas of differentiation.
Key elements include:
- Introduction, general information, defining evaluation criteria and guidelines for demonstrations
- Background and history of client organization and objective of the process
- Target vendors, their background, market position and outlook
- Discovery of desired functionality and initial gap analysis
- Prepare demonstration scripts and organize demonstrations from qualified vendors
- General questions such as user interface, volume and scalability considerations, auditing, upgrades, support and more
- System requirements such as hardware, OS and database
- Application integration and interfaces, implementation components and considerations
- Contractual requirements and pricing proposal
- Reference checks and assistance with license negotiations
- Planning and acquisition of hardware, operating systems and utilities
Selection Process
We provide a structured methodology for conducting a software selection process tailored to ensure the adequacy and timeliness. This can be limited, moderate or extensive and will be planned according to strategic objectives.
Key elements include:
- Understanding strategic objectives and setting goals
- Conducting a discovery process through interviews of key personnel, addressing functional and technical issues within the retail operating environment
- Gathering and documenting material, operational and application requirements, opportunities and feature enhancement alternatives
- Preparing a formal requirements document
- Ascertaining vendor viability and market position
- Identifying and pre-selecting vendors successful in the application arena
- Generating the preliminary Request for Information (RFI)
- Preparing vendors for presenting their application according to requirements
- Conducting representational functional demonstrations
- Highlighting implementation and business process issues
- Evaluating and assessing the suitability of the application
- Providing insight and guidance into implementation considerations
- Generating the Request for Proposal (RFP)
- Assisting in negotiations for license and support agreements
- Developing a proposed and initial implementation plan
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