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MEM 501 Project Management

A Review for the Request for Proposal

Question: Review a RFPs found on the web and outline a possible response. Within the outline, identify the project scope. Describe the technical, management, and cost sections of the proposal.

Solution. REVIEW of the UN RFP for Media Monitoring in Rwanda

This Request for Proposal evaluation will be done for the United Nation's Assignment of MEDIA MONITORING IN RWANDA

The Project Scope

This proposal request calls for professional media companies in Rwanda engaged in pre-production, live streaming, video production photography, audio production, live streaming and even post-production services for the purpose of implementing the UN Communications Strategy in Rwanda. The media companies can be Television or community based radio stations, selected print media, and websites. Further; the communication will be majorly focused on the UN's development programs in the country. The RFps stipulates the proposal to constitute financial and technical proposals in separate envelopes. These media platforms will be used in measuring the impact of the UN communication strategy in Rwanda in relation to its programs.

The Technical Section

This UN RFP stipulates the technical proposal (the technical aspects of the proposal) to be sent via a separate sealed envelope. It comprises of firm expertise/industry, proposed methodology/approach and implementation plan, and finally management structure and key personnel. Other factors to be incorporated include reputation of the organization, financial stability, quality assurance procedures, and qualifications of relevant personnel.

The Management Section
Companies sending the proposals are required to ensure that the services proposed are duly evaluated and reviewed based on compliance and completeness of the UN RFP requirements. This is because the UN selection criteria for proposals and award of tender consider compliance and meeting of the set requirements. All those offers not meeting the requirement are discarded. Additionally, award of purchase order or contract will be attached with the UN Terms and Conditions which must be accepted by those awarded the contract.

The Cost (Financial) Section
The financial (cost) proposal is also supposed to be sent in a separate sealed envelope. The computation will be done as a ratio of the proposal's offer to the lowest price among all the proposals obtained by the UN. The award will be awarded to the highest combined score offer. It is expected that the company seeking contract indicate the unit price and the total price which should match. Any discrepancy between the total price and unit price will be re-computed by UNDP, and in this case, the unit price initially indicated will prevail while a correction will be made on the total price. The service provider is required to accept the final price that has been based on the re-computation by the UNDP after corrections of the said errors. If not, this will then lead to a rejection of the proposal.
The cost breakdown comprises of cost of operations including wages, communications, travel, supplies, expertise and other related expenses.

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Question : Evaluate proposal writing software that you can find on the Web for its ability to complete the technical, management, and cost sections of the proposal. Rate the ease of use of the software and the learning curve necessary to learn to use the software

Solution:

Evaluation of the Proposal Writing Software (Bidsketch)

Ability to complete the technical, management, and cost sections of the proposal
In essence, the proposal writing software (Bidsketch) has a capability to complete the technical, management, and cost aspects of the proposal. This is because most sections that are required of the proposal are duly incorporated. The software also harbors different templates to accommodate a variety of services, businesses, firm sizes, and requirements. Furthermore, the software offers different options for excel, pdf, powerpoint, and word documents. Therefore, the technical, and management aspects can be expressed in word document, Pdf, or Powerpoint document. On the other hand, the cost/financial aspects can be expressed using excel and other relevant software. The software also makes it possible to incorporate different sections such as finance, management, cost, technical aspects, in one document rather than sending them separately. The important aspect of this software is that is actually allows flexibility in proposal design as per the type of service/business and that the different sections are put in mind and provided accordingly.

Ease of Use
Notably, Bidsketch proposal writing software is actually quite easy to use. A user will only be required to undertake to click the section appropriate for his or her content, learn the upload or posting procedure requirements and you can upload the content. There is also information on the software on how to do it. Moreover, the availability of templates for all types of proposals also makes it easy as a user will just check the one ideal for his/her service and use it to make the proposal. What is more, the templates on this software can be customized for each business.

Learning Curve
Learning to use this particular software is a simple and easy process. As long as the user understands the basic structure to be followed and the different sections to be implored, the proposal can be designed by just clicking the relevant icons for the different sections. Besides, there are clear instructions on the software on what is needed to be done or the procedure to be followed when filling the template. Accordingly, the learning curve for this software can be said to be approximately 80% since lesser time and effort is required to learn its usability.

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