Understanding Network Technology and Writing Network Technology RFPs

Writing a Network Technology RFP

Your RFP will be different depending on the type of network you’re looking for. Your RFP will also differ depending on whether you’re building a network from scratch or expanding your existing network. If you’re moving into a new office you’re likely building network infrastructure from the ground up. If your company is growing or your systems become outdated, you’ll likely want to expand.

When building a network from the ground up, the first thing you need to decide is what the requirements are for the network at the new site and what speed of network those requirements are going to drive. Determining the speed with determine what type of physical equipment is required for the build, both in terms of wiring and networking equipment like connecting devices.

Next you’ll need to include distances. If you’re going to be running cable over 100 meters, you’ll likely use fiber cables to maintain reliability over large distances.

Finally, include the requirements of the network users. Do you need wireless, or is wired only sufficient to meet your needs? Keep in mind that wireless networks are needed for many things – if a factory employee uses a handheld barcode scanner on the floor, then you’ll need a wireless network for it to connect to. Or, perhaps you’re in an accounting office where most work is done on dedicated desktops and you only need a small wireless component for guests. Really consider your wireless needs and include them in the RFP in as detailed a manner as possible.

When writing an RFP for network expansion, you’re going to want to give the IT provider as much information on the architecture of your current network as possible. The more detail you include, the less questions and uncertainty you’ll get form the IT provider.

Detailed network diagrams, lists of equipment, and the age and existing service and support contracts associated with that equipment are necessary. The IT provider needs to know what they’re going to need to integrate with, and how to integrate with it. This detail will allow them to get the ball rolling as soon as possible. Providers will give a lower bid if they know that the equipment they are integrating with is already under contract, and can familiarize themselves with the equipment.

A solid change/control system is necessary for an expansion project. Whenever the provider is touching anything in the existing network is should be planned out and documented as part of a change/control system. They should know what they’re doing, when they’re doing it, what the impact will be, and what the rollback strategy will be if something goes wrong.

Finally, especially for expansion, set expectation for when and how the implementation process will happen. Let the provider know when they can work on the network, when they can shut it down, etc. Overnight work will cost more than daytime work.

Ongoing Support

Whether you’re building from the ground up or expanding, it’s important to include your expectations for ongoing support. It’s something that should be clarified before the deal is done. You don’t want the provider to have one set of expectations and for you to have another set of expectations, and for the realization to come down the road.

When responding to RFPs, providers may put default language into the proposal that addresses ongoing education if you don’t specify. The amount of ongoing education will differ based on the organization.

In some cases, the IT team just wants knowledge transfer. The provider gives them complete documentation about the implementation and some time for education so that the IT team can manage the system themselves. The provider will inform them how they set the system up, why they did so, and what equipment is connected where so that when problems arise down the line, the IT department can fix them. This isn’t training so much as it is informative.

In other cases, customers will want a complete education. This can happen in many ways. A provider may urge the team to go out and get third-party training on specific equipment. The provider will then supplement that training with specifics to their system. Otherwise, when the equipment is proprietary or the provider has advanced knowledge, the provider will provide training themselves over several sessions.

These different approaches have different costs. If a third party is training you then the provider doesn’t build as much time into the proposal and it costs less. If the provider is training your staff over several days or months, then that time will be built into the proposal. It’s important to clarify exactly what your expectations are for training from the get-go so you’re given a price that reflects the actual cost of implementation plus training.

Finally, an end user communication plan is a must. This can be executed by the vendor or the internal IT team. Users are adverse to change. As technical folks we look at it as not a big deal. But users see change as disruptive to productivity. You need to ensure that you’re explaining to the users exactly what you’re doing, when you’re doing it, how it will affect them, and how you will educate them on the new tools. You don’t want the end users surprised by changes.

 

Special thanks to Michael Cocanower of itSynergy for providing information. Learn more about network technology and RFPs from his recent interview on My TechDecisions Podcast.

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