Budgets can always be negotiated subsequently. Incumbents : Firms answering an RFP need to know if there are other groups with existing relationships with the client.
Even if there are incumbents, firms may still decide to bid — but they should understand the playing field. It is important to avoid the perception that an RFP is simply used to justify a decision that has already been made. There are a number of things to consider including when developing or answering a call: Qualification stage : Because RFPs are expensive, we prefer processes in which firms any firm or invited firms are asked to send a brief letter or proposal for a qualification step.
At that point firms are invited to submit full proposals. Face to face : When possible it is useful to have a face to face meeting with finalists. This helps level the playing field. Dialogue : It is useful to have a dialogue with applicants throughout the process. Before proposals are submitted it is appropriate to have either a conference call or written questions that are shared. After proposal submission it is fine to negotiate deliverables and price, not assuming the proposal needs to be the final word.
What services do you provide? What are your values? What makes you unique? Why does what you do matter? It will make the process more enjoyable overall, too, if you really click with your vendor. It will make your time and work together feel more like a partnership. These two pieces of information are probably the most important pieces you can provide. This section tells your potential vendors whom they will be designing for and what the goals and objectives are for the project.
Something you should also focus on is articulating the problem rather than describing a specific solution. So describing the problem you hope to solve with as much accuracy as you can muster will allow the experts to come up with more creative or appropriate solutions. You should also outline specific outcomes you have in mind or goals you wish to accomplish.
If there are quantitative metrics better leads, high productivity rate, etc , describe those indicators in this section. A lot of variables can impact the scope of your project. Hopefully the cost estimates you get back will be more accurate, too. Some elements you may need that you may want to include upfront are:.
Are there specific deadlines that need to be met? Is the launch of this project being timed with the launch of another product? Give timeline details now, so potential vendors know what kind of timeline you expect.
This part of your RFP tells vendors how you would like their proposals to be structured and what you expect them to include. Do you want the final proposal as a Word document, a PDF, a printed document, or some other format?
Adding thought and detail to this section will make it easier to compare the proposals you receive. Riders are included not only for diva-esque reasons but to see who is paying attention. In other words, the format should follow the outline or format of your own RFP, since the vendor should be answering each section. These are the kinds of details and answers that will help ensure you are selecting the right agency:.
Even if you are guessing how much the project will cost, provide a budget or price range. Having these numbers as targets is much more helpful than an open budget. For every project, there are needs, wants and a range of functions and features that could be left out or included.
Transparency and honesty is the best way to begin a mutually beneficial business relationship. There are plenty of RFP templates out there to make drafting your request a whole lot simpler.
Here are a few very basic templates that may suit your purpose. A good RFP is clear. It provides the relevant background information and lays the foundations and expectations for a mutually beneficial relationship between two businesses. This post was last updated on May 05, and was originally posted on May 05, Request management.
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