Think of procurement as the LAST step, not the first

Once your RFP is out, it’s your final answer: you can’t add things you forgot, you can’t ask for services you didn’t specify. That’s why it’s the last step, not the first, and why all my tips are about what you do to ensure that once you set your RFP in stone, it reflects exactly what you want, and nothing you don’t.

One resource to check out:

• A Framework for Making Successful Technology Decisions

Talk to each other!

You’re not in competition with each other, so trade tips, strategies, and the challenges you’ve faced so none of you have to start from scratch. Maybe another agency has done what you’re thinking of doing.

Even better, band together: an agency with 5 busses simply won’t get the same pricing and vendor attention as a coalition with 100 busses.

Create a clear-eyed Readiness Assessment

What if you manage to procure a bunch of sparkling new technology but you don’t have anyone to install it? Maintain it? Manage it? Operate it!? An honest readiness assessment will make sure you do, detailing exactly what your agency can actually absorb and execute successfully.

One great resource to check out:

• NCATT’s Readiness Assessment

Don’t forget training!

Role-based training. Consumable training. Continual Training. Allocating time for training. So many agencies forget to include resources for training in their procurements, and it always comes back to bite them. Don’t make the same mistake!

Here’s an example of one training matrix, courtesy of the City of Sandy:

• Sandy Training Matrix

Use CalITP, NeoRide and Cooperative Agreements to get you started

Other agencies have done this before you – Talk to them (see Tip #1!) and ask to see their requirements documents so you can get a leg up on yours. Even better, check out these excellent resources from other agencies. Yes, they’re state-level, but they contain a treasure trove of pre-negotiated vendor terms, and they’ve already been vetted by lawyers. Invaluable!

Great resources to check out:

• NeoRide Cooperative Purchases
• CalITP/CTAA Resources
• Fare Collection Requirements: All the things to consider when you implement E-Fares
• A great database of procurements from other transit agencies (via TransitTalent)

Consider issuing an RFI before you issue your RFP

A Request for Information allows you to have a non-binding conversation with your potential vendors before everything’s set in stone with an RFP, allowing you to gather the information you need to create an RFP that will get you what you want and nothing you don’t – no surprises!

One resource to check out:

• An excellent RFI Tool from NCATT