1. Localization World Berlin
RFP Panel discussion
How to setup smart RFPs!
Tame that wild beast!
June 5th, 2015
Localization World Berlin
#TametheRFP

2. RFP for translations: -Private / public companies, not institutions or organizations -Collaboration/numerous projects
3 min
#TametheRFP

3. More information on RFPs: -Common Sense Advisory: numerous reports on RFPs, research, etc. -GALA in collaboration with Beroe Consulting (leading provider of procurement intelligence to organizations globally) - Supply Chain Assessment Project
3 min
#TametheRFP

4. We need to tame the wild beast of RFPs…
3 min
#TametheRFP

5. Introductions Martin Schneekloth – Sr
Introductions Martin Schneekloth – Sr. Localization PM, Emerson Network Power Jessica Rathke – Managing Director, L10N Sales & Marketing Bodo Vahldieck – Global Localization Quality & Terminology Manager, VMware Maria Kania-Tasak – Strategic Account Manager, Sajan
5 min
#TametheRFP

6. Is the RFP process the norm today in our industry
Is the RFP process the norm today in our industry? What types of clients go this route?
10 min
#TametheRFP

7. What triggers issuing an RFP for translations in a company
What triggers issuing an RFP for translations in a company? When should you do an RFP versus just choosing a good vendor from a reference check or a test/pilot? Is there a spend threshold below which an RFP process is too much overhead or not worth it?
10 min
#TametheRFP

8. Would you use the same process regardless of the type of requirements; Technology and services, tech only, services only?
10 min
#TametheRFP

9. How often should you do the RFPs. Yearly
How often should you do the RFPs? Yearly? Every 3 years, or less frequently or not after first selection? Are there any legal company requirements that drive its frequency?
10 min
#TametheRFP

10. Should you be looking for one or more vendors to be selected
Should you be looking for one or more vendors to be selected? What will drive your strategy here (risk, security issues, keeping the selected vendor on their toes or other?)
10 min
#TametheRFP

11. Who usually manages/leads the RFP process. Procurement
Who usually manages/leads the RFP process? Procurement? Translation dept.? Marketing?
10 min
#TametheRFP

12. Who should be on the RFP committee? Evaluation panel? One-person show?
10 min
#TametheRFP

13. How should it be structured
How should it be structured? RFI, then RFP, tests, CVs discussions/meetings? Or just RFP with questions? How many parts should the RFP document have? Specific sections, etc.?
10 min
#TametheRFP

14. How do you look for the candidate vendors for the RFP
How do you look for the candidate vendors for the RFP? Which ones do you invite? How many vendors would you want to invite to the RFP process and why? What’s too many?
10 min
#TametheRFP

15. Should the RFP process have translation tests? Or a paid pilot project?
10 min
#TametheRFP

16. How should you ask for prices. Excel. Online bidding
How should you ask for prices? Excel? Online bidding? When, if ever, is it right to do online biddings?
10 min
#TametheRFP

17. Should you meet or interview your RFP candidate companies and, if so, when and how?
10 min
#TametheRFP

18. If you engage directly with the vendor – who should you be talking to
If you engage directly with the vendor – who should you be talking to? Sales, senior production management, translators, etc.?
10 min
#TametheRFP

19. What criteria should be used to evaluate if the candidate is right
What criteria should be used to evaluate if the candidate is right? Should these be shared with the vendors ahead of the time?
3 min
#TametheRFP

20. How many vendors should you shortlist
How many vendors should you shortlist? And what steps would you follow if the RFP process is more than one stage?
3 min
#TametheRFP

21. How long should the RFP selection process be. 1. 2
How long should the RFP selection process be? 1? 2? 3 months to complete it from the time it was issued?
3 min
#TametheRFP

22. If you have a close fit with several vendors, how do you decide how to eliminate them?
#TametheRFP

23. How do you communicate after the process and what level of feedback do you provide? Do you have an obligation to inform the vendors who didn’t make it?
3 min
#TametheRFP

24. What questions should you NEVER ask in the RFP
What questions should you NEVER ask in the RFP? What questions should you ALWAYS ask in the RFP?
3 min
#TametheRFP

25. Top takeaways from each panelist!
3 min
#TametheRFP

26. Questions for vendors: How do you see RFPs
Questions for vendors: How do you see RFPs? How time-consuming are they for you? What are your biggest pain points with RFPs? Biggest flaws?
3 min
#TametheRFP

27. If you have further questions, please contact me at
3 min
#TametheRFP