New System Acquisition

We have assisted many clients with the process of selecting a new phone system.  The process can be very methodical, including interviews of some or all of our client's departments or functional areas. These interviews are intended to ensure that the new system will meet the current and foreseeable future needs of the entire organization. We want to make sure that the new system includes features that are used currently, and that the organization does not give up some important functionality provided by the existing system.

The next step is the creation of a Request for Proposal (RFP) which translates the client's needs into specifications to be answered by the vendors who are proposing systems. The RFP specifies exactly how the system is expected to function, as well as the size of the system.  In addition, the RFP includes a Terms and Conditions section which is geared toward protection of our clients, in these days of onesided vendor contracts.  The RFP also includes criteria for the quality of the installation, specific time frames and definitions for the warranty period and maintenance contracts, and a clear statement of the system acceptance requirements.

Once our client has approved the RFP, it is issued to a list of vendors (also approved by the client). Swartz Consulting, LLC conducts a bidder's meeting, where all vendors are given the same information simultaneously, as well as the opportunity to examine the client's site.  The Bidder's Meeting gives the vendors the opportunity to ask any questions they may have, and allows the client to receive firm pricing on the installation of the system.

Once the proposals have been received from the vendors, Swartz Consulting, LLC will analyze the proposals and pricing. It has been our experience that system configurations, despite the most explicit specifications, will often vary considerably.  The configurations must be analyzed, and made comparable. In addition, other factors, such as vendor capability and support, are factored into the analysis. We provide a written comparison of all proposals, along with a recommendation, to our client.

Finally, we assist our clients in negotiating the final contract with the selected vendor, ensuring that our client's interests are protected.  Since we have negotiated numerous contracts, we know what to look for, what to avoid, and which items are not negotiable.  This experience has proven to be quite valuable to our clients.

When the agreements have been finalized, it is time to begin the installation process. Swartz Consulting, LLC offers PROJECT MANAGEMENT services to our clients.  We will manage the various vendors, and place orders as needed on behalf of our clients.  Our experience in numerous projects is used to make the installation as painless as possible for our clients.

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