Tips for Designing a Quality RFP By Renee A. Marsh, CPPO, C.P.M. Procurement Solutions Group, LLC
Another one of those evaluation meetings
Tips for Designing a Quality RFP Tips for: Creating good content Organizing your RFP Producing a professional looking RFP Simplifying the evaluation process
Tip #1 Understand your User s Needs Needs vs wants Site Visit Check source of their submission
Tip #2 Don t Reinvent the Wheel Research Similar RFPs
EXAMPLES NIGP resource library NIGP chapter library Internet Search Colleagues (Nsite)
Tip #2 cont d Don t Reinvent the Wheel Research Similar RFPs Edit, Edit, Edit Use Find & Replace
Tip #3 Organize your RFP Divide into Sections
Cover Sheet EXAMPLE General Instructions Scope/Specifications Qualifications (Minimum & Preferred) Evaluation Criteria Submittal Requirements Standard Ts & Cs Special Ts & Cs Forms
Tip #3 continued Organize your RFP Divide into Sections Use Table of Contents Develop Templates
Tip #4 Develop Distinct Evaluation Criteria Use 3 to 5 List from most critical to least critical
Tip #5 Replace lists of questions with forms
EXAMPLE Identify which of the 10 catering categories you are interested in being considered for.
EXAMPLE Describe how you meet or exceed each of the three minimum qualifications listed on page 4.
Tip #6 Describe expectations for the Response Limit response size VS
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.
Tip #6 continued Describe expectations for the Response Limit response size Dictate number and format of copies
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.
Tip #6 continued Describe expectations for the Response Limit response size Dictate number and format of copies Describe response format
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
Tip #7 Create solid Minimum Qualifications Set the bar low Make them concise
Tip #8 Identify who can meet Minimum Qualifications Proposer Key Personnel Subcontractors
Tip #9 Understand when to Use Minimum Qualifications versus Scope Understand the Difference
Tip #9 continued Understand when to use Minimum Qualifications versus Scope Understand the Difference Address the Core Issue
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.
Tip #10 Group submission requirements under restated Evaluation Criteria
Tip #11 Work Backwards List Group Headers
Tip #12 Watch out for should and must
Tip #13 Automate the document formatting Table of Contents Page Numbering
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
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
Tip #15 Final Review before Publishing Self Review Client Review Peer Review
SUMMARY Creating good content Organizing your RFP Producing a professional looking RFP Simplifying the evaluation process
And if you take these tips to heart
QUESTIONS?
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 201 - 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