RFP for MES: tips for choosing the best supplier

MES solutions enable industrial companies to be more competitive and efficient. It is for this reason that more and more companies decide to implement this type of platform in their factories. However, selecting the best provider is not an easy task. In this article, we explain how a Request for Proposal (RFP) can help you in this process and we offer you some practical advice on how to prepare it.

What is a Request for Proposal (RFP)?

When selecting an MES vendor, it is very common for industrial companies to identify the objectives and requirements of the project, as well as the overall approach desired, and then issue a Request for Proposal or RFP.

In this document, companies make it clear what type of solution they are looking for, what their purpose is and what their evaluation criteria are. From here, they lay the groundwork for each vendor to demonstrate how their product addresses the needs raised, and whether they are able to use their expertise to help them overcome their challenges.

That said, the creation of an RFP for MES is a very good opportunity for industrial companies to examine the offerings of various vendors, make an informed and strategic decision, and invest in the software that is right for them.

5 guidelines to help you write a good RFP for MES

Preparing this type of request is a complex and time-consuming task for companies. Below, we highlight some of the tips that, according to the Manufacturing Operations Management Institute (MOMi), help to streamline and improve the process of creating an RFP for MES.

1. Find a balance in the definition of requirements

One of the key steps in developing an RFP for MES is the gathering and definition of project requirements. It is important to provide vendors with the background and context of this search so that they understand the company’s business and production objectives.

At this stage it is essential to strike a balance: while falling short may lead the company to purchase the wrong solution due to lack of information, specifying the requirements in detail and requesting excessive customization of the software is not advisable either.

In this sense, MOMi advocates drawing up a list of requirements that allows suppliers to demonstrate how they can adapt to the company’s specific needs, but at the same time gives them some leeway to include alternative and innovative elements, based on their experience and success stories.

A good starting point to help any company develop the structure of its RFP are the eleven dimensions defined by the International Society of Automation (ISA95):

  • Data acquisition
  • Scheduling
  • Personnel management
  • Resource management
  • Flow of products and batches
  • Product traceability and genealogy
  • Quality control
  • Process management
  • Performance analysis
  • Document management
  • Maintenance management

2. Guarantee the participation of the organization

The development of an RFP for MES should not only involve IT and OT technical staff. MOMi experts advocate that those who should lead the process of finding and selecting an MES vendor are the departments that will actually use the tool on a day-to-day basis: business and operations.

The goal of this approach is for the final choice to have greater acceptance within the organization, especially by those employees who have to use the software on a daily basis. “Even the most powerful MES platform on the market is worthless if people don’t use it properly,” they say.

3. Remember that you need more than a product

Implementing an MES system is much more than just buying and running a software. No matter how powerful the product is, if the supplier does not have qualified consultants to perform the deployment, carry out the necessary customizations and offer good technical support throughout the tool’s useful life, the project will not have continuity and will not generate the expected benefits. 

For MOMi, the partnership and collaboration between the manufacturer and the MES software vendor is very important: “If in the RFP we provide them with our roadmap, objectives, business goals, and we talk to them about our processes, the vendor must tell us how they are committed to our long-term success and how they are going to be a good partner for our company.”

To gather the right information and evaluate candidates well, in the RFP for MES we should ask some questions related to the company’s future strategy. For example, don’t hesitate to ask if the vendor will be able to accompany you, with scalable software and an experienced team, as your business grows.

RFP acronyms

4. Practice long-term thinking

This fourth recommendation is closely related to the previous one. When preparing an RFP for MES, you must be clear not only about your current situation and immediate needs, but also about the evolution of your business in the next five years (at least).

We are talking about a software that requires a large investment and that will have a long run within your company. For this reason, show suppliers how important it is for you that the solution is robust, agile, flexible and scalable. It should also be a tool that is constantly being developed, updated and improved so that you can take advantage of the latest technological advances (IIoT, cloud computing, mobility, etc.).

5. Consider Total Cost of Ownership (TCO)

Finally, during the purchase decision process, don’t be driven only by the initial price of the MES . “The price of the software (the license or initial cost of the product) only represents between 15% and 20% of the Total Cost of Ownership during the first seven years. Don’t forget that you also have to invest in hardware, infrastructure, maintenance, training, integration, etc.,” MOMi points out.

Furthermore, although it may speed up and reduce the cost of the integration process between the two systems, opting for the MES offered by your ERP provider and discarding other options is often the wrong decision. Typically, these types of products lack functionality and/or usability compared to other solutions from MES-only vendors such as Mapex.

In short, if you are actively looking for an MES system or you want to switch suppliers to further exploit the benefits of this tool, do not underestimate the potential of the RFP when selecting the best candidate to implement an MES system in your factories.

Define well the SMART objectives that your company wants to achieve now and in the future; be clear about the budget and scope of the solution; plan a good roadmap; ask questions related to your industry and processes; and count on the participation and support of the workers who will use the platform in their day-to-day work.

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