Procurement of the wrong software program can hinder productivity in how an organization operates its business. When frustrated, users refuse to use the system as designed, even develop “work arounds”, “hand written records” or “separate spreadsheets”, diminishing the accuracy, ease and efficiency of business reporting. To solve the problem, software firms will gladly offer costly “customizations” of their products, increasing your cost of ownership for a procurement error that could have been prevented on the front end. Developing the right strategy for the evaluation of the optimal system that fits the end user’s requirement is essential to the success of the operation. procureIT has over 30 years of experience developing formal solicitations containing strategically designed selection processes for the client’s end users.

Software developers hire the best lawyers in the business to write their software, training and maintenance agreements. Most may believe that these documents are non-negotiable, but there are legal risks to clients as the language is written to protect the company and not the clients. More often than not, software implementations are not completed on time and therefore go over budget. procureIT has over three decades of experience in successfully negotiating software agreements, in addition to negotiating liquidated damages for time sensitive projects. Software systems are often in the multi-million dollar range and have long term financial including recurring fees such as maintenance, upgrades and training services. A strategic negotiation plan can save millions of dollars and significantly lower recurring costs. procureIT has well over 30 years of experience in software procurement negotiation and has recorded savings of multi-million dollars per project.

Technology and Procurement Team Training Services – for Software Clients

Procurement of a software system can take several months to a year, maybe longer. Rushing the procurement of a software system, not negotiating associated agreements or clarifying the requirements can produce great legal and financial risks. procureIT assists in breaking down each complex process into manageable slices with specific objectives, making sure your contract provides you with advantages and protection. When a problem arises, sentence structure can be a detriment or an advantage.

The most successful engagement in procuring an ERP occurs when there is equal participation from the technical and procurement teams. The alignment of these two teams at the beginning of the project is critical. Armed with knowledge, applicable solutions emerge to evaluate operational functionality and adaptability; empowering a unified effort to achieve the shared goal of interconnecting the mutual interests of all departments serving an organization. procureIT has over three decades of training experience and can provide training services to help minimize risks, help both teams plan and prepare for the complexity of ERP procurement, all the way down to the detail of how and when to purchase the hardware that is needed, sometimes even negotiating the hardware at no cost!

Technology and Procurement Team Training Services – for Software Developers/Contractors

Preparing a response to a Request for Proposal (RFP) software system can be overwhelming. Poorly prepared responses often results in losing multi-million dollar opportunities. procureIT leverages extensive knowledge to evaluate and construct successful proposals. It is critical that the response addresses the requirements in great detail and is written with the audience in mind. procureIT can provide training services to create a competitive strategy, minimize risks of losing the business opportunity, plan and prepare for the complexity of the procurement process, including the details of the negotiation process (contractual terms, proposed Statement of Work as well as competitive pricing).

“If you think hiring a professional is expensive, wait until you hire an amateur.”

Post and Pre-Solicitation RFI development consult:

• User Requirements Development
• Market and product analysis

Pre-Solicitation and RFP development consult:

• Strategic sourcing and market analysis
• Specification – product requirements matrix development
• Statement of Work development for services
• Develop evaluation strategy, scoring matrix and evaluation procedure
• Terms and Conditions research and review

Post RFP Solicitation consult

• Proposals review, evaluation, scoring and elevation of best offerors
• Best offerors interview and 2nd phase evaluation

Post RFP evaluation consult

• Perform the role of lead negotiator or assist stakeholders with
• negotiation preparation and strategies.
• Analysis of potential cost savings for products and sevices
• Negotiation, contract terms and conditions – multiple phases
• Negotiation for Best and Final Offers (BAFO) – multiple phases

Pre-contract award contract development review and consult

• Assist with creating an inventory of documents for “incorporation of precedence for the final contract”.
• Review of final contract documents prior to execution

SME functional consultation post contract award:

• Assist stakeholders with “best business practice” decisions as well as development of new policies and procedures across multiple business functions.
• ERP Purchasing and Contracts Module
• e-Commerce web based ordering portals
• Customer Service Management and Reporting Systems