Our process
The tech market is a complex, confusing minefield of choice. But we see it from the inside.
Simplifying and streamlining the process of buying business technology is what we do every day – cutting risk and cost at every step.
Whether it’s dealing with vendors’ sales teams directly or delving into the contract detail, you can save up to 145 hours and £16,000 from project start to sign-off.
You get unbiased advice and a rock-solid qualification process, so you can make informed choices about the technology, vendors and solutions that are right for you.
Let Darwin do the detail of technology buying
From project kick-off to delivering a signed contract, our process equips you with all the information you need to make the right call.
Here are some of the key stages of our fully managed process, which helps you choose the best-fit technologies, vendors, and solutions.
We understand that at times it is unavoidable, but our favoured approach is to get you out of the office, taking the process out of the boardroom wherever possible.
Kick off project
Project initiation covers detailed fact-finding and needs assessment to identify and agree your objectives, method, budget, and timescales.
Issue RFP/tender
Our experience of multiple processes and requirements ensure the request for proposal (RFP) and tender documents are robust, clear and comprehensive.
After the RFP/tender goes out, we handle all enquiries. This saves you hours on calls, handling requests, arranging meetings, and collating vendor responses – we gather questions into one place, to answer them once with a single source of truth.
Demos into the detail
Discovery calls are opportunities to introduce buyers to vendors. We also organise meetings where vendors present and demo their products to you and your team. Follow-ups include working with you to collate your detailed requirements based on demos and actions.
From BAFO to preferred bidder
The Best and Final Offer (BAFO) and preferred bidder stages are critical components of the procurement process. We give you all the information and data you need to evaluate the best-fit bidder and help you negotiate favourable contract terms that deliver value.
Down-selecting vendors
We support your decision-makers by clarifying pricing, delivery timelines, service level agreements, and other contractual terms. We help you shortlist and speak to all vendors on your behalf whether or not they reach the next stage.
Finalising offers
Assessment of the remaining vendors and a final opportunity to ask questions before making their Last and Final Offer (LAFO). We collate vendor LAFOs ensuring all requirements discussed at assessment are included.
Creating Board packs
We produce packs for your key decision-makers and stakeholders. The Board pack shows every step of the process and details the reasons why the final vendors have been selected.
Contract review and sign-off
Through our experience of negotiations, we can help you iron out the finer points of the final contract. This end-to-end process from start to the signed contract can be anything from four weeks to six months – you set the pace.
