The Brief
McFall Fuel is a fuel distribution business with a fleet of 15 trucks spread across Auckland, Te Awamutu, New Plymouth and Mt Maunganui. The McFall Fuel group vision is to be the market leader in the commercial and rural fuel delivery industry.
To achieve this they identified a need to replace their current accounting system and remove significant manual data inputting from their current processes.
McFall Fuel needed an independent company to assist them with a Request for Proposal (RFP) process. They wanted to use an independent local company with proven experience managing similar types of RFPs.
The Process
Cucumber was engaged by McFall Fuel to identify, map and document business requirements – ensuring all relevant parties were involved and aligned with the plan. Through this process, it was identified that McFall Fuel had growing Customer Relationship Management requirements and the need for seamless interaction between a mobile logistics solution and their yet-to-be-chosen new accounting package. It was decided to go to tender in order to find a suitable vendor and product to meet their agreed business requirements.
Cucumber managed the entire RFP development and response process, ensuring McFall Fuel were kept informed, providing necessary information and making timely, informed decisions to keep the process on track.
The RFP document was written, vendors identified and primed, and an RFP pack sent out. From here, presentations with shortlisted vendors were conducted and site visits completed. Committing to regular and consistent communications with vendors was a crucial component in ensuring they were kept fully informed and engaged.
The Result
McFall Fuel saved an enormous amount of time and energy through Cucumber facilitating the RFP process. The structured approach using agreed weightings and scores resulted in the vendor evaluation workshop being completed well within the timescales.
This process ensured the McFall Fuel team members were aiming for the same outcomes. Throughout the RFP process, the staff members were able to focus on their everyday jobs and make important project decisions in an informed and timely manner.
The selected solution will enable McFall Fuel to significantly reduce the time spent on manual entry of data and deliver better service to internal and external customers.