At the outset of any IT system procurement exercise you should establish and document your requirements. You can provide potential suppliers with these details. It will also provide a framework to compare the different quotations you may receive.
The next stage is to research the potential solutions and suppliers. Try to identify three to five suppliers who are able to propose a solution for the budget you have set. Sources of information include:
This research may highlight further options which should be reflected in your statement of requirements.
Having identified the potential suppliers, you can contact them. Two commonly used approaches are a request for proposal (RFP) or a request for quotation (RFQ).
The RFP asks for suppliers to submit formal proposals. This is usually followed by a shortlisting of candidates who are required to provide a series of presentations and/or demonstrations. The RFP should include:
The RFQ asks for potential suppliers to competitively provide a cost for the product or service in question. A customer sends solicitations to possible suppliers containing a list of requirements. These can include:
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