With thousands and sometimes millions of dollars in public money at stake, writing a Request for Proposals (RFP) to solicit bids for complex technology products and services can be a frustrating and sometimes daunting experience for school leaders. Recognizing how difficult RFPs can be for all parties involved, the nonprofit Software & Information Industry Association (SIIA) has unveiled a new initiative meant to make the process simpler for both schools and vendors.

SIIA plans to release a report outlining a set of guidelines that schools and vendors can follow when drafting and responding to RFPs. Called "Guidelines for Improving the request for Proposal and Competitive Bidding for Educational Technology Products and Services: A Guide for Educational Agencies and Educational Technology Vendors," the 25-page document aims to make the entire process more manageable, increasing the chances that schools will receive the most bang for their buck, while giving vendors a better shot at winning potential big-money contracts.

In a pre-release interview with eSchool News, Karen Billings, vice president of SIIA's education division, said the goal is to foster a dialogue between schools and software vendors, so both parties can get the most out of the time--and money--they invest in the process.

"It's awareness building," Billings said of the project, noting there are few places where educators and software providers can turn for help in understanding what is required to prompt and initiate a successful bid, especially when it comes to software contracts, where the needs of individual districts are often vastly different.

According to SIIA's report, several factors make including hardware and software products in the RFP process difficult for schools. For one thing, the report says, "technology changes at such a rapid pace." Furthermore, software solutions are inherently complex, meaning that most large-scale projects require "extensive implementation planning," including the installation of multiple systems. The report also notes that technology acquisition demands a level of expertise often "in short supply," especially in the nation's more understaffed school systems. In addition, schools often find easy-to-install, off-the-shelf-solutions unsuitable for their purposes, the report says. When it comes to technology, schools "often demand solutions customized to their specific needs."

To help schools and vendors address these challenges, SIIA's latest resource includes an outline to guide educators through the process of writing effective RFPs. The document is meant to serve as a checklist for educators to work from as they complete their proposals, Billings said.

Topics range from an overview of how to prepare and submit a successful RFP, to the characteristics of a high-quality RFP document, to writing an accurate synopsis of your needs, providing instructions to potential software vendors, and accurately listing the anticipated budget and other factors determining the size and scope of the project--not to mention trying to decide which vendors might be right for the job.