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

      • Collaborative Proposals 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.