Guidelines for Creating an RFP
Should I submit or create an RFP?
The Request for Proposal (RFP) sets a baseline for solution development, design, and delivery. It varies from highly structured and formal documents with multiple organizations, stages, and resources dedicated to its creation and evaluation, to simple verbal requests for basic information from a provider, with a decision made right away by a sole decision maker. Requests for Information (RFIs) sometimes precede RFPs and are often used to shape them.
While the goal of an RFP is to provide an objective comparison of solution providers and their abilities, an RFP that is developed without care and attention can create more confusion in the decision making process. When a formal RFP can be avoided, time and resources can be utilized for other organizational needs. When it cannot, criteria should be developed that correctly and efficiently ascertain a responder’s level of expertise and flexibility.
Here are some guidelines to consider including when creating an RFP:
- Know what, when, how, and why. Include useful background information, helping the submitter understand what is important to the organization and whether they can meet those needs.
- Be clear regarding the selection process, deadlines, and resources allowed or useful to the RFP cycle.
- Specify how to receive additional information; if submitters are allowed to ask questions and if they should expect a response from the organization (include format and timeline).
- Have some criteria for measuring the experience of those who respond to the bid, correctly assessing their likelihood of meeting your needs.
- Determine how many responses will be reviewed for the RFP you want to review, and how much detail is desired. The more specific the request is, the smaller the field of qualified responders will be. Likewise, vague RFPs can generate responses that are far from meeting expectations, extending the review process and resulting in more questions than answers.
- If expert advise is needed, consider reaching out to trusted vendors, who can provide guidelines, help you avoid pitfalls, and accurately assess the organization's needs. For more information on this process, please contact us.
Be open to withdrawing the bid process or starting over if adequate responses are not received. Obtaining the right solution is always better than a partial fit.