Announcing RFPs

Brainstorming:

Community member was surprised that we picked someone who is new to the community
We should tell folks who bid, but did not win, our high-level rationale for the choice.
We should announce the results of the selection.
- Let’s have a public place for announcing selection.
- We should have a standard place to announce
  - Dev section of Discuss
    - https://discuss.openedx.org/c/development/proposals/25 this might be a good section.
  - Relevant WGs in Slack
  - Announcement should include
    - Dates
    - Most important criteria
We reserve the right to conduct the process as by invitation
What do we care about
- Ability to deliver the scope
- Cost
- Ability to meet our timeline
- The quality of the proposal will matter, not just the marketing details, but the proposal should indicate a command of the feature and technical details.
Who does what
- We ensure we have an MSA(Master Service Agreement) in place
- We determine the details of the scope
- We use our SOW template for signature
- We’ll create an announcement (WIP template is here)
- Each vendor will reply using their standard proposal format.
  - We can create an email address for this, funded-proposals@tcril.org
- Make sure that the FC pages in Confluence are up-to-date.
  - Let’s add our scope of work proposals in a page in Confluence and link to it from other places.
  - Ensure that links to the roadmap items are in the Confluence doc.
- @Michelle Philbrick will join meeting periodically to track performance of the SOW and add that to our reporting sheet.
  - Numbers we track
    - How many hours used in the last two weeks
    - Many hours are estimated to remain to deliver the existing scope
    - How many hours remain in the SOW
- When there are overruns or dates shift, we should have a conversation about the cause, impact, etc.
- Project closeout documents – RaccoonGang has a model that is good, we probably want something similar from other providers.