An RFP process is a serious commitment. When an institution or organization decides to invest in selecting a new food service or retail operator, having the right people on the internal selection team is just as important as receiving well qualified bids. Below are four key points to consider for creating a stellar selection committee!
- ‘Bueller…Bueller…’ – Attendance is Critical!
Committee members need to understand that showing up is a key element to the success of the RFP process. If a committee member can only attend one of the oral interviews, or can only make two out of three of the tastings, this will impact the integrity of the decision-making process. After all, how can someone truly compare one vendor to another if they have only experienced 50% of what is being discussed! At the start of a process, JGL presents clients with a schedule that includes notes regarding which milestones require committee participation; this helps the client effectively communicate expectations with committee members sooner rather than later.
- It is Not Just About the Tasting
We find some clients want to bring board members in just for the tasting component of a food service vendor selection process. We strongly recommend against doing that as the tasting is but one element of the selection process. What will the committee do if an important donor dislikes the salmon at the tasting, yet all other elements of the proposal are in line with institutional needs? Additionally, it is important for all committee members to understand that the tasting is frequently not prepared by the specific chef who will be operating your site or even represent the typical day to day menu.
- A Diverse Committee is a Strong Committee
JGL typically recommends that clients try and keep their committee to eight or less participants. When the group is too large it can become unwieldy. It’s always a great idea to invite one or two board members who have a particular interest in earned income or hospitality services. The other board members will be reassured to know there has been board level involvement in the process. It is of equal importance to include staff members who have daily interaction with the on-site food service or retail operators; after all, these will be the people that are interacting with each other daily – chemistry is important! An events manager and those involved with facilities, marketing, programming, or finance should all be considered. Sometimes the less obvious choice in participant might offer the most valuable insight!
- Experience is Important to Learn From!
Try and make sure your selection committee includes a mix of both veteran and new staff members. Historical knowledge and a deep understanding of an organizations culture is an extremely important aspect of the decision-making process. Involving new staff members who bring fresh ideas offers balance and the opportunity for growth. It’s important not to get stuck in the ‘this is how things have always been done’ mentality; fresh eyes on the committee can help ensure new approaches are considered.
Be sure to keep these four points in mind as you begin to develop your selection committee. The selection process is a lot of work but can also be a lot of fun! Assembling the right selection team will result in a winning RFP experience.