Wyoming RFP: WOT Case Study

Wyoming RFP landscape image

Wyoming Office of Tourism (WOT)

Industry: Government, Hospitality, Tourism, Technology

Location: Cheyenne, WY, USA

Agency Bio: WOT is a destination marketing organization (DMO) with the responsibility for promoting awareness of tourism and outdoor recreation activities in Wyoming to domestic and international travelers.


“You engaged all of our many stakeholders in an exciting and helpful way, and you kept us on track with your organized process. We have nothing but positive feedback!”

– Becky Oswald
Brand Integration Senior Manager
Wyoming Office of Tourism

Overview

  • Assessed current state of IT systems that needed integration, upgrade, and/or replacement
  • Facilitated meetings between agency stakeholders in order to align them in their business, functional, and technical requirements and project goals
  • Wrote the State’s Request for Information (RFI) and Request for Proposal (RFP)
  • Evaluated and scored vendor responses to the State’s RFP and helped with vendor selection


The Challenge

Three State Agencies. One Interagency Procurement. 
In an effort to procure new technology for the state for an interactive map, to integrate with a customer management solution (CMS), and to integrate with a customer relationship management (CRM) system between three state agencies, the search began for a consulting firm to advise and guide WOT in writing a single interagency Wyoming RFP for digital services and support. After setting itself apart from the competition, The Bid Lab was awarded a contract to develop the Wyoming RFP and facilitate the State’s procurement process.


“This was my first RFP and The Bid Lab went above and beyond for me. We got compliments from other departments on how well we did. Everyone walked out of this with a positive experience. You engaged all of our many stakeholders in an exciting and helpful way, and you kept us on track with your organized process. We have nothing but positive feedback! Without The Bid Lab we don’t know if we would have had an interagency solution. Overall it was a very positive experience and you were a delight to work with!”

Becky Oswald
WOT Brand Integration Senior Manager

The Solution – Wyoming RFP

The Bid Lab initiated its Bid Builder process by reviewing several current system documents – including contracts, proposals – identify the gaps in functionality. We next conducted a stakeholder survey to gain an understanding of each agency’s respective needs, suggestions, and objectives. Using an analysis of the results and feedback, The Bid Lab met in-person with all three groups, and a representative from the State’s Enterprise Technology Services (ETS) division.

The Bid Lab worked to define their requirements, create process workflows, and user/customer journeys in order to issue the Wyoming RFP. After the two-day session, The Bid Lab, in conjunction with the state agencies, created a list of over 500 requirements that defined their needs in a new integrated solution.
In order to narrow the solution options further and due to the need for more guidance, The Bid Lab assisted the State by writing an RFI to get industry feedback on potential integrated technologies as well as software as a service (SaaS) options.


The Results of the Wyoming RFP

The RFI responses and industry feedback were extremely helpful. They provided the agencies with a more educated approach to defining the desired solution when issuing the Wyoming RFP. Working around the client’s schedule, process, and procurement regulations, The Bid Lab drafted a detailed RFP. And, The Bid Lab ensured only the most qualified vendors would submit a proposal.

By collaboratively and iteratively revising the RFP with stakeholders, The Bid Lab completed a final Wyoming RFP. The State subsequently released the Wyoming RFP in early 2019. The Bid Lab helped evaluate the submitted proposals with the State’s selection committee. We invited a shortlisted group of vendors to Cheyenne for oral presentations. Lastly, the State selected the vendor that will provide it with an integrated technology solution that is cost-effective and will scale to serve their needs for the next 3-5 years.