Case study: Canadian Energy Centre vendor selection

Approach

MNP worked closely with the CEC throughout the design and execution of the procurement process for marketing services. The project required a large amount of participation by the client to support the scope development process, relationship management requirements, and proponent questionnaire. Additionally, the client was responsible for the review of project deliverables and evaluation of submissions.

MNP scheduled multiple meetings each week to meet the client’s tight timelines. The project included:

Scope development

• Facilitating multiple scope meetings to discuss what the CEC required from a service provider
• Reviewing and updating the draft scope until both parties were satisfied that the document was clear

• Developing an accurate scope, determining contract requirements, developing the RFP documents and proponent questionnaire, and posting the RFP to Alberta Purchasing Connection
• Coordinating discussions around reporting requirements and operating model expectations to help streamline the negotiation process

RFP and contract development

• Providing an internal fairness advisor to review the documents and give an opinion on fairness to ensure that an outside party would be satisfied with the process
• Developing contract schedules detailing the working relationship and templates for reporting, invoicing, and expenses
• Providing effective reporting and clear invoicing to ensure goals were met and funding was being used effectively to meet the specific requirements of the CEC

RFP process support

• Providing guidance to the CEC when questions were received from proponents

RFP evaluation

• Developing and presenting an evaluation process and protocol document for the CEC evaluators
• Creating evaluation scoresheets and a compiler to compile the evaluations
• Leading evaluation debrief sessions to discuss outliers, determine a shortlist, and the final selected proponent

Negotiation

• Developing a negotiation strategy and positions document and assisting through the negotiation phase
• Leading discussions between representatives from the CEC and the preferred proponent during the negotiation to build relationships between key individuals while reviewing the key requirements of the scope and the operating model of the relationship
• Guiding the negotiations between the CEC and the successful proponent

Results

The CEC now has a marketing agency that understands its unique position in the Canadian political climate, the energy industry as a whole, and the marketing strategies required to address the challenges that the CEC is responsible for working on.

Through follow-up conversations, the client has indicated that the relationship was easy to implement due to the negotiation process — and that both parties are satisfied with the outcome. Many difficult conversations were already completed during the negotiation phase and before contract signing by those responsible for delivery of this project. The processes followed during this project helped to build trust between the two parties and strengthen the working relationship.

Next steps

Learn more about how MNP can help Canadian energy and utilities organizations rise above challenges in procurement, negotiation, and relationship building to capitalize on opportunities.