Project Bidding Procedures

Enhancing Data and Presentation Skills for Engineers

EDASPEEDASPE

Writing the RFP

Training Courses – July 2004

Writing the RFPWhat Goes into an RFP

The Document

User Requirements

Technical Requirements

Legal Requirements

Process vendors follow

Proposal Requirements

Project Overview

Define needsCurrent Specs.

Project Description

Major Problems

Format

Copies

Binding

Sealed

Dates

Evaluation Process

Budgetary Constraints

Minimum standards

Objectives

Data, nom.

Vendor info.

Writing the RFP

A young bride is making her first roast for dinner She cuts off both ends of the meat before cooking. Her husband thinks the meal is delicious, but asks, "Why did you cut off the ends- that’s the best part!” She answers, "That’s the way my mother always did it.”The next week, they go to the mother’s house, and she prepares her roast the same way. Convinced he is missing some vital information, the husband asks his new mother-in-law why she cuts off the ends of the meat. She replies, "Why, that’s the only way it will fit in the pan”

Define your OWN Needs

The First and most vital step in the proposal is defining your need and requirements

User RequirementsUser Requirements

Writing the RFP

Define your OWN Needs

When it comes to writing a Request for Proposal (RFP), many organizations make the same mistake as the bride.

Like the bride, these organizations may end up with a "solution" to someone else’s problem.

Instead of defining their own needs, they copy an RFP from another organization having different requirements or constraints.

User RequirementsUser Requirements

Needs assessment can be like a brainstorming session.

Project manager divides users into teams by area.

A series of small group meetings are then scheduled so each team can discuss what they’re looking.

Don’t overlook the obvious Some key features you might assume would be included may not be available from every vendor.

While surprises may be fun on your birthday, no one enjoys the surprise that occurs when users discover their new system cannot perform important functions.

Writing the RFPDefine your Needs

Define your needs (needs assessment)

User RequirementsUser Requirements

Prioritize

Watch your wording

Choose small words and simple terms (e.g.. use vs. utilize).

Your goal is to be clear, not to impress the vendor with you style or vocabulary

After you have a list of needs, make a priority list by importance.

Some features may be considered mandatory, while less critical items might be ranked as desirable.

Others may be listed for information only

Writing the RFP

Define your Needs

User RequirementsUser Requirements

Writing the RFP

Why RFP is issued

Project Description

(The purpose of this RFP is to solicit proposals for…) (The goal of the RFP is to identify and select a vendor. The Vendor will provide…)

Major Problems

Scope of Services

(What will the consultants/ vendors/ companies be providing you with.., solutions bid documents)

Project Overview

User RequirementsUser Requirements

Writing the RFP

Problem Definition and Approach

Describe the cause of the problem

(problem may be very well defined sewage treatment center for a community of 50,000 people or as ambiguous as a traffic problem)

What has occurred because of the problem

Define the Project Approach

(Top management support … team building ..etc.)

User RequirementsUser Requirements

Writing the RFPProposal Requirements

Always consider what items will help you quickly and easily review proposal

Proposal Requirements

Cover: identification numbers, dates or names … etc.

Color or B&W maps and photos

Binding (3-ring binders… plastic comb-binder ..etc)

Number if copies - Number of pages

Index and appendices

Writing the RFPContent SpecificationsContent Specifications

Cover letterPage numbersTabsTable of contentType sizeExecutive summaryProject understandingProject approachScope of servicesOrganization of the team

Team members &resumesSimilar projectsBar chart scheduleFees and/or cash flow chartSchedulesWork load chartIndexReferences

Proposal Requirements

Writing the RFP

Technical Requirements

Describe your objectives in detail

Provided specific data, number of users, necessary interfaces, programs that will run

Include flow charts of information flow

Maintenance

Training

Specifications that will be used (local or international standards)

Technical Requirements

Writing the RFP

Technical Requirements (Maintenance)

General maintenance requirements (24x7 cost)

Service and maintenance facilities

Post implementation training

Response time to requests

Upgrades

Warranty periods

Cost and detail of additional maintenance requirements

Technical Requirements

Writing the RFPProcess Vendors should Follow

Contact info for person(s) to whom questions be submitted

Instructions about questions (writing –telephone – personal- e-mail – conference

Final Date by which questions should be submitted

Directions regarding whether or not vendors should contact committee members

Legal Requirements

Writing the RFPEvaluation ProcessOutline the general evaluation criteria

Understanding the scope of work 25 points

Administrative requirements 25 points

Technical requirements 100 points

Project management requirements 25 points

Price 75 points

Presentation and Demonstration 50 points

TOTAL 300 points

Legal Requirements

Writing the RFPWhat Vendors should include

Legal Requirements

Project management

Project Schedule

System Design

Training & Services

Brief Description of vendor’s management team for this project listing key personnel

Implementation schedule for services including delivery dates, implementation milestones, task relationships, dependencies and time line

Including details , testing , final implementation

Detailed Description of all training required. Maintenance and assistance activities response time for problems (24/7) maintenance support provided

Documentation and Requirements

Detailed project documentation

Writing the RFP

Project Overview Why RFP is issued (Define needs)

Project Description Major Problems(The purpose of this RFP is to solicit proposals for…) (The goal of the RFP is to identify and select a vendor. The Vendor will provide…)

Format Sealed – binding – financial bid separate - format –copies

Process vendors should follow

Outline Evaluation process

Dates: Closing date and time, date of Notification

What Vendors should include

Training and on going service

What goes into an RFP

Technical Requirements