Finding the Right Production Partner

So, you've determined that a distributed marketing services solution is right for your non-profit. How do you find the right vendor to partner with?

First, make a list of all the things you want your system to do and partner to provide:

• allow ordering from anywhere with any internet browser
• allow for ordering print and for PDF download of assets
• track orders by department, cost center, individual, items ordered
• consolidated billing, monthly summaries
• reporting by items ordered, department, cost center, individual
• capacity for variable, customize-able items
• ability for affordable print on demand to keep inventory amounts low
• ability to have an approval process - either through assigned approvals or budget caps

These are just some of the things that I included in the RFP I developed to decide on a vendor. Having a vendor become your partner in delivering your mission is optimal and should be part of your RFP - when I was conducting my search, I had a hunch that the technology and services would be competitive among the firms I sent the RFP. To help separate the partners from the vendors, I included a request for the vendor to contractually agree to financially support the charity - a give-back clause. 

Then, make a list of probable vendors - yes, I am going to suggest you conduct an internet search for possible suppliers. Include print vendors you are already doing business with - it is possible that they have the technology and systems you need - you may have never asked. I narrowed my choices down to five possible vendors - and discovered in the RFP process that some vendors could not meet my requirements end to end.  Be sure to ask about costs, service fees, admin user licenses. 

Once you receive the responses, create a response analysis document. Lay out your questions and requirements and then all the respondent's answers. Your compiled data should lead you to semi-finalists. Invite those companies to present their solution live - your final decision will be a combination of the data you've gathered in the RFP, the chemistry from the in-person presentation, and whether or not the prospective vendor is willing to financially support your charity.

You're well on your way to a more streamlined materials ordering and management process!

Good luck!