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All rights reserved. Additional reproduction is strictly prohibited. For additional reproduction rights and usage information, [go to www.ediscoverymatrix.com. Information is based on best available resources](go to www.ediscoverymatrix.com. Information is based on best available resources). Opinions reflect judgment at the time and are subject to change. To purchase reprints ofthis document, please email [sales@edjgroupinc.com](sales@edjgroupinc.com).  \nTable of Contents  \nDisciplined Vendor Selection Benefits All Organizations 3  \n1. You, Not The Vendor, Control The Process 3  \n2. Consistency and Transparency Trump Perfection 4  \n3. Get The Complete Pricing Picture Across The Volume Spectrum 4  \n4. Designate A SPOC And Set Reasonable Deadlines 4  \n5. Prioritize And Pare 5  \n6. Prepare your team 5  \n7. Metrics, Metrics, Metrics…It Is All About The Metrics 6  \n8. Utilize Scenario-Based Planning 6  \n9 . Consider Your Current Vendors 6  \n10. Do Not Let Relationships Cloud Vendor Selection 7  \nDisciplined Vendor Selection Benefits All Organizations  \nPreferred vendor programs are not just for large corporations and multi-national law firms. Such programs are standard operating procedures for companies of all sizes as an effective method for lowering eDiscovery costs while raising quality levels.  \nIn many highly regulated industries such as government and financial services, there is a high degree of scrutiny surrounding software and service procurement for litigation teams. Such scrutiny helps to create best practicesand useful methodologies that any eDiscovery or information governance professional can use when software or service procurement needs arise.  \neDJ’s analysts have deep experience with such procurement practices and methodologies, both in prior career experiences and in on-the-ground interactions with research and consulting clients. As such, we recommend that all eDiscovery and IG professionals understand the following 10 Key Components of a transparent and successful selection process:  \n1. You, Not The Vendor, Control The Process  \nStructure the procurement process and RFI/RFP questions in order to get the simplest, most definitive answer that will be easy to compare to other responses. Require respondents to answer in the format that best suits your needs, not in a format that is easiest for the vendor or allows the vendor to simply cut-and-paste marketing jargon into a response.  \nDo not make vague requests for pricing, for example, and then expect to be able to make a volume-to-volume price comparison. If you want to do an apples to apples comparison ask for the price of apples or you will get the price of bananas.  \n• Use a spreadsheet for submitting questions and require respondents to provide their answers in your spreadsheet in the format that you choose. Example: if you want per gigabyte pricing, specify that the response must include that. If you want the answer in pages, ask for pages. It is a very bad idea to try to create your own calculations after you have received a quote in the vendor’s preferred model. You risk creating a calculation not in line with the vendor’s own methods and mischaracterizing their response.  \n• Require a PDF version of any spreadsheet-based responses as a non-editable version of the vendor’s response in the event there is ever a question that a spreadsheet was modified accidentally.  \n• Return any responses not submitted in the specified format to the vendor. Be polite, but firm. If you make an exception for one vendor, that may constitute preferential treatment. You may need to explain, again, that they must use your template and are not permitted to make modifications, such as adding rows or answering in a different numerical or textual format.  \n• When respondents answer in the prescribed format you can copy and paste into a consolidated spreadsheet for comp","cbCaiioGcQZQdu7S","https://ap.wps.com/l/cbCaiioGcQZQdu7S","pdf",398210,7,"English","# Disciplined Vendor Selection Benefits All Organizations\n## 1. You, Not The Vendor, Control The Process\n## 2. Consistency and Transparency Trump Perfection\n## 3. Get The Complete Pricing Picture Across The Volume Spectrum\n## 4. Designate A SPOC And Set Reasonable Deadlines\n## 5. Prioritize And Pare\n## 6. Prepare your team\n## 7. Metrics, Metrics, Metrics…It Is All About The Metrics\n## 8. Utilize Scenario-Based Planning\n## 9. Consider Your Current Vendors\n## 10. Do Not Let Relationships Cloud Vendor Selection","[{\"question\":\"How does the process keep control with the organization rather than the vendor?\",\"answer\":\"The guide recommends structuring procurement and RFI/RFP questions to produce clear, comparable answers and requiring respondents to respond in the specified formats rather than their preferred marketing style.\"},{\"question\":\"Why is pricing transparency across volume scenarios important?\",\"answer\":\"It helps organizations understand how different volumes of electronically stored information affect both price and performance. 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