Procurement and RFP kit
We hold no cooperative purchasing contract. So the route to award is the conversation.
Most vendors in this category lead with their cooperative contracts. We do not have one, which means the four routes below are the whole picture, and being useful about them is more valuable to you than a vehicle we cannot offer.
Tell us early which route your policy permits. If we cannot meet your timeline, we would rather say so than waste your evaluation cycle.
Four routes to award
- Quote under threshold
- Where your delegated purchasing threshold covers the annual value
- Formal RFP
- Where a competitive solicitation is required or preferred
- Piggyback
- Off an existing competitively awarded contract, where your policy allows it
- Sole source
- Where the business area coverage makes a defensible justification
- Cooperative contracts
- None held. Stated plainly.
- Quote turnaround
- Five business days, in writing
- Sample agreement
- Available to your attorney before shortlisting
- Insurance and W-9
- In the security pack, on request
The four routes, honestly assessed
Including where each one is a bad idea.
A vendor telling you every route works equally well is not being helpful. Here is our actual read on each.
- 01
Quote-based purchase under threshold
The fastest route and the most common for a single business area. Works where your delegated threshold covers the annual subscription plus the fixed implementation fee. Ask us for the written quote first so you know whether you are actually under threshold, because guessing wastes a month.
- 02
Formal RFP
The right route for a multi-department consolidation, and the one where our published pricing and stated gaps help you most, because you can score us on disclosure rather than on marketing. Our caution: an RFP written from one vendor's feature list will select that vendor. Use a requirements template that describes your policy, not their product.
- 03
Piggyback off an existing award
Viable where your policy permits it and where a comparable agency has run a competitive process for a similar scope. We can support it, but you should confirm with your own counsel rather than take our word, because the rules differ by state and by entity type.
- 04
Sole source justification
Defensible in narrow circumstances, typically where your requirement genuinely spans business areas no other vendor covers, such as facility booking alongside bulk waste collection. It is not defensible simply because you prefer us. If your purchasing officer is uncomfortable, do not do it.
What we will give your purchasing officer
Before the shortlist, not after.
Everything below is available on request and most of it is already published. If a vendor will not give you these before you shortlist, that is information.
- A written quote in five business days. Three-year subscription, fixed implementation fee, processing rate and the sample agreement, in one document.
- The sample agreement. For your attorney to review before your panel shortlists rather than after you have chosen.
- The security pack. ISO 27001 certificate and scope, SOC 2 Type II and SOC 1 Type I under NDA, PCI DSS attestation, accessibility conformance report, penetration test summary, data processing agreement, subprocessor list, disaster recovery summary, completed security questionnaire, insurance certificates, W-9 and financial references.
- A completed requirements matrix. Send yours and we will complete it, including the rows where the answer is no.
- A plain statement of what we do not hold. No GovRAMP, no FedRAMP, no cooperative purchasing contract, no North American municipal customers yet.
Questions
Asked on most calls.
If your panel needs an answer that is not here, send the question and we will publish it.
Will you tell us if we should not buy from you?
Yes, and we have. If your policy requires a cooperative vehicle we do not hold and your timeline does not allow a competitive process, we will say so rather than string out an evaluation.
Can you respond to an RFP on short notice?
Usually. Send it with the deadline and we will confirm within two business days whether we can respond properly. A rushed response that misses requirements helps neither of us.
Do you have references we can call?
Comparable agencies overseas, yes. North American municipal references, not yet, and we say so in our FAQ. We will not put you on a call with a customer who is not comparable to your operation.
Send us your requirements template.
We will complete it, including the rows where the honest answer is no, and return it before your panel meets.