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Select Facility & Property Management Software (PMS) Successfully

This Ready-to-Use RFP Master template queries vendors over 5,137 state-of-the-art criteria essential to the successful evaluation, selection, and implementation of an integrated facility & property management system solution.  Updated frequently!

Unlike others, this RFP template is not limited to collecting just basic information about vendor background, feature availability, and pricing.  This RFP template provides very powerful, unique functions for collecting additional information from vendors about proposed facility & property management system risk, potential facilities management & PMS implementation problems, and on-going support issues as well. This enables Infotivity RFP templates to provide facilities management & PMS system evaluation and selection accuracy far beyond that of other RFPs.   (See the optimized RFP Capability Checklist)

Actual screens and questions from this facility & property management RFP and it's matching Vendor RFP Response Evaluation Toolkit are shown below to illustrate how they enable you to easily collect the unique metrics needed to successfully identify, acquire, and implement the facility & property management software (PMS) solution best suited to your company's needs.

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About this RFP Template:

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    SAVE WEEKS, even MONTHS OF TIME by using thousands of professionally written facilities management & PMS software RFP statements & questions to communicate your facilities management & PMS software system requirements quickly and accurately. No need to re-invent the wheel.
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    IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Unlike other facilities management & PMS RFPs, Infotivity RFP Masters automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable facility & property management software system implementation schedules.
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    Determine RISK and SUPPORTABILITY. facility & property Management System RFP Masters Template automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX of each proposed system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed facilities management & PMS software system up and running. Measure the true impact of each system on your business over the long term.
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    WORKFLOW TOPICS ensure the proposed facility & property management software can be fully integrated and utilized to enhance business procedures at all levels of the enterprise.
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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor facilities management & PMS proposals.
For a more detailed description of a vendor facilities management & PMS RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique facility & property management system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.

Included with this facilities management & PMS RFP are all the evaluation & comparison tools listed below. See below....
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    "APPLES-to-APPLES" COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed facilities management & PMS system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge.
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    "facilities management & PMS Response Evaluation Ratios (scores) help you save time. View a typical evaluation ratios here.
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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed facilities management & PMS system matches up to your business priorities. This graph compares the overall total scores for each proposed facility & property management system. This Score is based on all facilities management & PMS vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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    Feature Delivery Methods This graph compares HOW each facilities management & PMS vendor is planning to deliver the proposed facility & property management system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this facilities management & PMS comparison are based on responses to facilities management & PMS system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed facility & property management system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a facilities management & PMS system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to facilities management & PMS System Features only. This graph compares the potential support effort inherent in each proposed facility & property management system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed facility & property management system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed facilities management & PMS system and whether or not the facilities management & PMS system can indeed be implemented by the proposing facility & property management vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the facility & property management RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing facility & property management vendor. View sample 3-D Bar Chart comparison here.

This facilities management & PMS RFP also has Supporting Documents INCLUDED:

    Cover Letter Samples - Make the task easier with this facility & property management RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique facility & property management system needs.
    Full Version of risk assessment matrix checklist focused on facility & property management system acquisition and implementation projects for working sample "Click Here"
    the Optimized facility & property management RFP Guide. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom facility & property management RFP questions. Included or Sold Separately
    The facility & property Management System Cutover Checklist Helps Streamlines Implementation! Included or Sold Separately
    MS Word document describing the organization and usage of the facility & property management comparison matrix.

      (See bottom of this page for pricing information.)

      A Detailed & Comprehensive List of:

facility & property Management System (PBS) System Features

      Pre-defined facility & property management RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

facilities management & PMS tabel of content for facility & property management software

      Identify BOTH facilities management & PMS Software Features Availability and Deliverability

      Unlike other RFPs that try (and fail) to gather useful solutions data about complex facility & property management system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This RFP Master function is useful during both the facility & property management software selection AND the system implementation phases of large facilities management & PMS projects because it enables effective Earned Value Management through detailed cross-referencing of usable software system functionality and vendor invoicing.

sample facilities management & PMS rfp question for facility & property management

      Determine the Risk & Supportability of Proposed

facilities Management & PMS Solutions

      Unlike other RFPs, an RFP Master can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large facility & property management system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

facility & property management questions that is used in the facilities management & PMS RFP

      Workflow Topics Included.

      The ability of the proposed software to successfully integrate with existing business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new facilities management & PMS system. This RFP Master examines all pertinent Workflow features in detail.

Shown RFP sample workflow questions

      Vendor Response Input Validation.

      Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each facility & property management software question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

Show example of the drop down list for facility & property management rfp

      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

Facilities Management & PMS Software Comparison

      These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare facility & property management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your facilities management & PMS project on-schedule and under-budget.

demostrates how to compare vendor rfp response side-by-side

      Evaluation Ratios

      Use an extensive set of ratio calculations to compare facilities management & PMS vendor proposals quickly and efficiently.

      Weighted Grade Score Graph

      Compares the Weighted Grade Point Score calculated for each proposed facility & property management system. This is calculated as follows: The facilities management & PMS vendor response to each RFP question is assigned an un-weighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that facility & property management RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a facilities management & PMS software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed facility & property management software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.

      Feature Delivery Method Comparison:

      An analysis of how each facilities management & PMS vendor is proposing to deliver the system feature/function contained in their facilities management & PMS proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) facilities management & PMS feature presents far less risk than that same facilities management & PMS feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.

      facility & property Management Supportability Index Graph:

      The Supportability Index is a forecast of how much facility & property management support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed facility & property management software, and which business processes depend on the customized system.

      Overall Comparison Graph:

      This facilities management & PMS graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed facility & property management system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that facilities management & PMS system. Therefore, the more custom coding, the more expertise and capabilities a facilities management & PMS vendor should have.

      Vendor Profile Score Graph:

      The vendor backgrounds, expertise, capabilities, and certifications is obtained in the Vendor Global Issues section of the RFP. The facility & property management vendor responses to this section are totaled separately from the system functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a facilities management & PMS vendor is probably going to be.

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