Spelman College is a private, independent, liberal arts, Historically Black College (HBCU) for women, founded in 1881, located in Atlanta, Georgia. The college has more than 2,100 students from 41 states and 15 foreign countries with a campus of 32 acres housing 25 buildings. As a follow-on to a work order management process review, Spelman College engaged Draper & Associates to define the requirements for a replacement work order management system and to manage the procurement process. The objective of this engagement was to select, procure and implement a new cost-effective, scalable, industry best-practice software solution that met the College’s immediate and future technical and functional requirements.
In support of the selection and procurement of the replacement CMMS/CAFM software, Draper & Associates, coordinating with the Purchasing Department throughout the engagement, accomplished the following activities:
- Helped the institution define the essential functions required of a new CMMS/CAFM and those considered as value-added supplemental functionalities
- Prepared an RFP that articulated in detail the functional and technical requirements for the new system.
- Managed the selection process by coordinating and documenting interviews, evaluating responses and creating a selection matrix that outlined the qualitative and quantitative responses of each vendor.
- Oversaw the final procurement steps including vendor response letters and contract review.
The solicitation resulted in proposals from six different vendors. From these proposal, Draper determined five to be responsive, and those firms were scheduled for presentations and demonstrations of their software. Draper documented the firm presentations and assembled the scorecards completed by interview panel members. Finally, Draper negotiated software and professional service contract pricing to help ensure maximum return on investment for Spelman College.
Draper's involvement in this process not only contributes to shortening the procurement process but assists the institution in clearly defining their software solution needs which will contribute towards the long-term viability and usability of the system. As a result, Draper & Associates has been engaged to assist in the implementation of the selected software application.