The Service

To provide clients with a set of resources and easy-to-follow methodology for selecting database tools or vendor services.  Vendor selection is the process of determining the best tool(s) to most closely meet an agency’s information management requirements

The Need

There are two core needs:

1. Nearly all Database planning clients begin and end the planning process with a series of questions related to database design budgets and timelines, software packages, consultants, rates and other issues related to system implementation. 
2. Vendor selection is a resource that serves as the bridge between planning and implementation.  It is the first step for toward developing a database implementation practice, as it provides a methodology for successfully managing database implementation projects.

Who is the Vendor Selection service designed to help?

The service is appropriate for small and medium-sized nonprofits with budgets under $5 million.  Vendor selection starts after the agency has completed an information management needs assessment and developed a database plan.  Agencies without a database plan would not be appropriate for this service, and would be referred to another program and our online resources. Vendor selection uses the database plan to evaluate the suitability of available database products and services as well as related technology tools.

What is the Vendor Selection process?

The process consists of five major steps:

1. Technology Requirements:  Pull from the database plan the major technology required to meet the needs
2. Buy vs. Outsourcing vs. Build:  Review the benefits and drawbacks to buying, outsourcing or custom building databases.   Does pre-built software exist that satisfies your core requirements?  What are similar organizations using?
3. Vendor Research and Criteria: Research vendors, their products and services, and independent evaluations available.  Develop a short list of vendors and/or a request for proposals based on the database plan and the “buy, outsource, build� discussion.
4. Vendor Evaluation:  Interview consultants, demo products, evaluate references
5. Implementation Plan:  Determine milestones and testing periods for developing and installing the system.  Integrate data clean-up and migration needs for existing data

What Specific services and deliverables would we offer to Vendor Selection clients?

Scope the process together with the agency database planning committee to meet their particular needs.  Typically the process involves one meeting with the database planning committee to cover steps one and two, and several phone and email consultations to help evaluate vendor services, product options and implementation plan.  The service can be adjusted to offer additional services, such as comparative research of products, services, and participating in vendor interviews and selection.

What roles do agency staff play in the Vendor Selection process?

Vendor Selection services empower agencies to make informed decisions through a collaborative relationship.  Work with agency staff to divide up the roles and responsibilities between us and the agency during the vendor selection process, ensuring that staff are responsible at every step.  Agency database planning staff are responsible for attending all meetings, developing criteria and requests for proposals, evaluating vendors and products, and negotiating an implementation plan and product.

How much time will the process take?

Typical vendor selection processes would require from one to three months, depending on the scope determined at the beginning of the process

What is the cost of the service?

Typical CM hours per project would range from 12 – 40 hours.  Based on a $40 and $65 per hour rate, the range from $480 to $2600, depending on the roles and responsibilities division and the scale of the database development described in the project scope.

How will clients as a whole benefit?

There are three positive outcomes to developing this program

1. develop a new potential income stream
2. provide clients a new service option
3. create new written resources for wide distribution within database & technology plans and on TechSoup

What time is required to develop Vendor Selection materials?

There are three core steps: