How will a Project Manager Help me with RFP Development?
A Project Manager will help in preparing requirements traceability, making sure the documents and language are compliant before submittal, managing stakeholder communications, facilitating meetings and organizing schedules, milestones and other time bound activities, devising strategies to identify and secure opportunities, delegating tasks to various departments, and processing every request.
A Project Manager will help facilitate the RFP development process by:
- Creating an agreed upon schedule whereby all stakeholders and SMEs needed to complete the planned RFP will be informed and ready to go
- Ensuring that the right people are included at the right time
- Ensuring that all requirements, functional and non-functional, are clearly and concisely written
- Ensuring that a "draft" version of the RFP is formally approved by all stakeholders prior to submitting to the CIO and DAFS Purchasing office for final approval
- Defining and managing all risks to the RFP development process, including risk mitigation collaborations and communications
- Ensuring that a clear communication strategy is in place to provide progress updates and to support any escalations that may be required
- Ensuring that any changes to scope or outcome are documented and quantified
- Providing a single point-person or liaison between RFP Stakeholders and Executive review/approve efforts
- Assuming the responsibility that the RFP meets all required standards of RFP publication as defined by the State's Purchases Office (i.e. Rider A, Rider B, Addendums, etc.)
- For large, complex, or high-risk RFP projects, the Project Manager will manage and work with a Business Analysis to ensure concise requirements are elicited and documented from all stakeholders
How do I get a Project Manager for RFP Development and what do they do?
Assignment and Onboarding:
Once PMO understands client needs and goals of project:
- The PMO will identify appropriate PM or BA resources
- Resources options will be presented to and interviewed by clients for final approval
- Once approved PMO will assist in onboarding the resource(s)
- Process takes 2 to 4 weeks
Performance:
- In depth understanding of goals, objectives, and constraints
- Creation of the communication plan that specifies in detail the objective of each section
- Creation and management of project controls, processes and tools
- Scope management
- Resource planning
- Risk management
- Progress/status reporting
What to expect from an RFP Development Project Manager?
- Scope document defining objectives and meaning of success for each objective
- Communication Plan defining various communication needs to support the project, who is to receive it, and how is it to be delivered
- Weekly status report noting completion and assignment of planned tasks/work
- Schedule detailing tasks, duration of the task, named resource for each task, allocation of the resource for the task
- Recurring 1:1 meetings to discuss detail needs, immediate risks, and PM plan for the risk
How to Engage and Enroll for Project Consulting?
Email: engageIT@maine.gov.
Steps to get you signed up: First contact, MOU with statement of work, establish a budget, length of engagement TBD based on project scope. Rate of $107 an hour.