RFP vs Rapid Selection When is RFP necessary

RFP vs. Rapid Selection

When is RFP necessary? • • Required by state law or organization policy? Identify need? Buy-in? Let’s be real – CYA? Rally the troops? Early involvement of consultants? Help select the product? Legal follow-up with Vendor

Attaining Better/Fast outcomes? • Involve the Customer • Hold Customer accountable • Setting the stage for the vendor • Encourage active use of products • Agile requirements Vendors Advancement Services Customer

UConn Events Product Selection • • Harris lifecycle end Newly formed division Existing options Alternative options Budget Synchronization Credit card options 3 MONTHS…. YUP

Requirements? • Auto sync with FELIX • Public and Invitation only event flexibility • Multi-level; multi-price • Collect donations • Multiple merchant accounts • Track fund numbers • Guest name field • Overall event calendar • • Public page Email blast tool Custom login Auto email confirmations Real time matching to CRM Mobile registration Scalability 10 admins of events

Existing “Free” Options BBIS (Blackbaud) • Functionality limited • Integrates with CRM • Multilevel events - $$$ • Still need to enter the event in 2 places • Page design is more time consuming • Vendor not committed to new functionality Word Press • University is committed • Have not done this for events yet • Need to build • For emails, link exists to link to registration • Cheap and flexible

Decisions • Will not use BBIS • Gala - Bidding for Good • Wordpress – none starter – full scale development project with 3 month timeline! • Deeper dive of “off the shelf options”

Reign of “no-direction” • Need for Advancement Services to drive “Process” • Identify vendors • More documentation • Redefine Requirements? • Project Ownership? • Budget?

But we regrouped……. . • • • Identified 5 “EVENT” vendors Determined budget Identified team roles Credit card options Refined technical requirements

Products Attend ? ? Eventbrite DECISION PENDING etouches Reg. Online Cvent

Vendor Demos • Vendors provided with 2 hours to address: – Multi-level complex events – Ease of Use – Tracking attendees – Processing Fees – E-mail capabilities – API availability • Follow-up call with myself/Director of Events: – – Price Support References Set up Test ACCOUNT

Test Accounts Established • Business Analyst and Event Coordinator • Approximately 10 -20 hours with finalists testing FUNCTIONALITY • Tested all but 3 fell out quickly • Set up follow-up internal demo to compare functionality and review chart

Score Card Requirements 1 2 3 4 5 6 7 8 Has APIs Does custom integrations Automatic sync with Felix Public vs. private events Multi-level events Event calendar for web-site Calendar filtering possible Customizable and flexible branding possible 9 Event templates/Ability to use existing 10 11 12 13 14 15 events as templates Fully customizable event page Html editing on event page Automatic confirmation email Fully customizable confirmation email Public registration/attendee lists Opt-out ability from public Attend Cvent e. Touches Event Brite Reg. Online Yes Yes Yes x x x x x x x x x

Scorecard 17 Uses Cybersource 18 Mobile optimization x x 19 Fully customizable registration fields x x 20 Basic registration form components - Singleline text, drop-down menu Advanced registration form components. Multi-line, radio, check-box, calendar, etc. Can import data x x 21 22 x x x x 23 Accept donations x 24 No fees charged on donations ? x 25 No fees charged for free registrations ? x 26 Can do test registrations x x x 27 Test payment processing x x 28 Offline payment methods/Admin registrations No costs associated with offline payment methods and registration (Receive checks, and admin registers user etc. ) No additional fees in payment structure (processing fees, service fees, etc. ) 29 30 x x x ? x x x

And more…… 31 On-site registration check-in x x 32 Professional Services/Account Manager available x x ? 33 Image/File library x x x 34 Event Capacity/Limit Specifications x x x 35 Can BCC Email Confirmations x x x 36 Multiple users x x 37 Data tags/merged fields available for use x x x 38 Can have unique event organizers/contact information for each event page x x x x x 39 1 2 3 4 5 6 7 8 9 10 11 12 13 Add-Ons Seating Charts & Table Plans Promo Codes/Discount Codes Viral Ticketing Blacklist Emails/People Include Agenda Send Follow-up Surveys Guests cancel registration themselves On-site name tag printing In-Complete registration alert email Submit e. RFP via platform x x Invitees can RSVP No 15 Registration requires pre-approval x x x x x Re-direct registrants to alternate page upon registration completion Send confirmation emails to all registrants inclusive of primary registrant Send invitation emails 14 x x x x

Final Vendor Presentation • Only one vendor invited on-site! • Followed up with all vendors with at least one functional question • Support and training road test was telling! • Initially pricing varied wildly until some pricing techniques became apparent • Sales folks were not enamored with our approach……seem to prefer RFP

Outcome • Purchased product with most robust functionality • Able to obtain reasonable price as we were new vertical for vendor • Integrated well with merchant provider – key • API’s available – show stopper with several vendors • CLIENTS ARE VERY HAPPY WITH THE PRODUCT AND OWN THEIR DECISION