Tips for Designing a Quality RFP. By Renee A. Marsh, CPPO, C.P.M.

Transcription

1 Tips for Designing a Quality RFP By Renee A. Marsh, CPPO, C.P.M. Procurement Solutions Group, LLC

2 Another one of those evaluation meetings

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4 Tips for Designing a Quality RFP Tips for: Creating good content Organizing your RFP Producing a professional looking RFP Simplifying the evaluation process

5 Tip #1 Understand your User s Needs Needs vs wants Site Visit Check source of their submission

6 Tip #2 Don t Reinvent the Wheel Research Similar RFPs

7 EXAMPLES NIGP resource library NIGP chapter library Internet Search Colleagues (Nsite)

8 Tip #2 cont d Don t Reinvent the Wheel Research Similar RFPs Edit, Edit, Edit Use Find & Replace

9 Tip #3 Organize your RFP Divide into Sections

10 Cover Sheet EXAMPLE General Instructions Scope/Specifications Qualifications (Minimum & Preferred) Evaluation Criteria Submittal Requirements Standard Ts & Cs Special Ts & Cs Forms

11 Tip #3 continued Organize your RFP Divide into Sections Use Table of Contents Develop Templates

12 Tip #4 Develop Distinct Evaluation Criteria Use 3 to 5 List from most critical to least critical

13 Tip #5 Replace lists of questions with forms

14 EXAMPLE Identify which of the 10 catering categories you are interested in being considered for.

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16 EXAMPLE Describe how you meet or exceed each of the three minimum qualifications listed on page 4.

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18 Tip #6 Describe expectations for the Response Limit response size VS

19 EXAMPLE The base Proposal cannot exceed 10 pages of double-spaced narrative with a minimum of 11 pt type. The narrative must contain responses to all submittal requirements, although an unlimited number of attachments may be provided that include requested documents such as reports and resumes, or general literature that supports the responses or the proposal in general.

20 Tip #6 continued Describe expectations for the Response Limit response size Dictate number and format of copies

21 EXAMPLE Provide four identical paper copies (including any attachments), plus one electronic copy (maximum of three files) on a flash drive, CD or DVD in a Windows compatible format such as PDF.

22 Tip #6 continued Describe expectations for the Response Limit response size Dictate number and format of copies Describe response format

23 EXAMPLE The Proposal must be in a three ring binder with divider tabs at a minimum for each of the following sections: Introduction or Executive Summary Narrative Response to the Requirements stated for each Evaluation Criteria (one section for each of the criteria) Required Forms Additional Supporting Information

24 Tip #7 Create solid Minimum Qualifications Set the bar low Make them concise

25 Tip #8 Identify who can meet Minimum Qualifications Proposer Key Personnel Subcontractors

26 Tip #9 Understand when to Use Minimum Qualifications versus Scope Understand the Difference

27 Tip #9 continued Understand when to use Minimum Qualifications versus Scope Understand the Difference Address the Core Issue

28 EXAMPLE continued Must be within 50 miles of City Hall Minimum Qualification: Must have a Service Technician within 50 miles of City Hall Scope: Must respond to calls flagged as urgent within 4 hours with a qualified service technician; Must begin diagnosing the issue AND applying the solution.

29 Tip #10 Group submission requirements under restated Evaluation Criteria

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31 Tip #11 Work Backwards List Group Headers

32 Tip #12 Watch out for should and must

33 Tip #13 Automate the document formatting Table of Contents Page Numbering

34 Tip #14 Professionalize your document Check for consistent format Use a descriptive header or footer with title and page numbers Check for typos and spelling errors Use plain English

35 Tip #14 continued Professionalize your document Check all references to other sections or pages As short as is practical Define key terms Identify abbreviated terms

36 Tip #15 Final Review before Publishing Self Review Client Review Peer Review

37 SUMMARY Creating good content Organizing your RFP Producing a professional looking RFP Simplifying the evaluation process

38 And if you take these tips to heart

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40 QUESTIONS?

41 Upcoming Webinars October 22 We "No Bid," and I'll tell you why October 24 Evaluating Costs in RFPs October 29 Measure - A Free NIGP Member Benefit October 30 Spend Analysis 101: Introduction to Spend Analysis and Spend Management November 6 Spend Now That You Have The Data, What Do You Do With It? November 12 Evaluation Committees for RFPs November 13 What's Procurement Worth? November 14 Qualitative Evaluation Criteria