Problem Statement: Centralized Cell Phone & Services Procurement
Objective: To streamline and centralize the procurement and management of cell phone devices, services, and plans across 24 sites in the US, ensuring efficient provisioning, onboarding, and offboarding processes while reducing the monthly costs associated with these services.
Challenges:- Decentralized Procurement Process: Current cell phone and services procurement is handled individually at each of the 24 sites, leading to inconsistencies and inefficiencies.
- Provisioning & Device Management: Lack of a standardized process for provisioning devices, selecting service plans, and managing device upgrades. Complications in handling device issues such as loss, theft, and damage.
- Employee Lifecycle Management: Inefficiencies in onboarding and offboarding employees to/from the company’s phone plans and services, affecting seamless service delivery.
- Approval Workflow: A multi-tier approval process (Employee → Manager → VP → CFO) that lacks clarity and efficiency, potentially delaying decisions.
- Service Types & Plan Limitations: A diverse range of required services (Data, text, Voice, GPS, Hotspots, Push-to-Talk for drivers) and limited plan options available for various device levels, complicating service selection.
- Vendor Management: Reliance on a single vendor, which may limit flexibility in service and device options and negotiation leverage.
- Cost Reduction: High monthly expenditure of approximately $30,000, necessitating strategies to reduce costs while maintaining or enhancing service quality and functionality.
Goal: Develop a centralized system for managing the procurement, provisioning, and lifecycle of cell phones and services that integrates seamlessly across all sites, simplifies approval processes, and reduces costs by leveraging standardized plans and improved vendor management.
Business Case: Cell Phone Service Consolidation
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SUBMITTED BY |
Hemant Trivedi, Director of Technology and PMO |
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Describe the problem this project aims to solve or the opportunity it aims to develop. |
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THE HISTORY Describe the current situation. |
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LIMITATIONS List what could prevent the success of the project, such as the need for expensive equipment, bad weather, lack of special training, etc. |
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APPROACH List what is needed to complete the project. |
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BENEFITS List the benefits that this project will bring to the organization. |
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REQUEST FOR PROPOSAL (RFP) – Cell phone service consolidation
Summary:
Company has a substantial investment in wireless technology with an estimated 800 active units provided by four different service providers. Over the years the number of users has increased as our business has increased more than 20% each year. We anticipate cell users to keep growing at a rate of about 10% a year.
Objective:
The primary objectives of this proposal should at least encompass the following:
- Standardization
- Hardware
- Services
- Plans
- Centralized purchasing an management of cell phones
- Detailed billing by cost center information for ease of accounting
- Quality service/transmission
- Nationwide coverage
- Services should include at the minimum:
- Voice
- Data Services (BlackBerry, iPhone, etc.)
- Messaging
- Texting
- Direct Connect / Push to Talk / etc.
- GPS Tracking
- Broadband
Expectations:
- Each provider will be evaluated based on their creative solution to the overall problem that Performance Team is facing today. We expect each provider to show creativity and demonstrate their ability to provide the best quality service at the lowest cost possible.
- Each provider needs to clearly explain their account management structure and how it supports and more importantly provides value to the Company.
Current Profile:
Process:
- The Company will accept proposals from those carriers that want to participate between now and MM/DD/YYYY. All proposals received after MM/DD/YYYY will not be taken into consideration.
- Each proposal should include a list of 10 references that the Company will select 3 to contact. At least half of the references should be of “like” clients to Performance Team. Performance Team can arrange contact of references through provider if necessary.
- The Company will conduct conference calls with each provider to ensure all questions are answered and allow each provider to have as much information as possible. Please forward all conference call requests to Hemant Trivedi at (XXX) XXX-XXXX or email at htrivedi@company.com
- All bids will be evaluated between MM/DD/YYYY and MM/DD/YYYY. Each provider will be given the opportunity to come to our corporate offices to present its solutions. The provider, we end up selecting, will be notified shortly upon selection.
- All bids must have bidder information: The Company name and local address.
Contact person name, position or title, phone number and email address.