Quick guide to effective RFP creation
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RFP: Quick Guide to Effective RFPShilpa P. Viswambharan
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Courtesy I aim to provide a quick guide to writing
effective RFPs via this presentation. It is mainly based on the Bud Porter-Roth’s book - “Request for Proposal, A Guide to Effective RFP Development” and my experience as a relationship manager.
As this book has helped me in my success, I hope it helps many others.
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Request For Proposal, DefinedRFP is a vehicle for establishing a dialogue
between buyer and suppliers, based on agreed upon set of rules, requirements, schedules and other information.
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Initial StageBuyer establish a budget based on:
Project requirements, Supplier research, Team’s understanding of various solutions.
NeedsRequireme
nts
Vendor product/price review
Budget ROI Study
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Best PracticesNeed assessment and formal statement of
problem and the required solution.
Mention the requirements clearly and in measurable terms.
Internal acceptance.
Not limiting available solutions
Rigorous evaluation criteria
Define project budget, schedule and personnel
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Types of RFPRFI - Request for Information: (pre-RFP) Gain
information on available solutions by vendors. RFI is not a prerequisite to RFP. RFI is used by
buyers to gain more insights, usually when there is ambiguity around a project/product.
RFP : Formal requests that communicate a company’s requirements and invites solutions from suppliers.
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Expectations from a RFP ResponseDemonstrate clear understanding of all
technical & non-technical issues mentioned in RFP
How your suggested solution will address each of the issues/requirements raised in RFP?
Method of doing business (team, risk management, training, support etc.)
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RFP Roadmap
Appendices
Contracts and Licenses
Pricing
Supplier Section
Supplied qualification and references
Management Requirements
Technical Requirements
Administrative Information
Project Overview
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Administrative Info.Evaluation criteria,
Deadlines,
Method of submitting proposal,
Contact names & address,
Requirements for preparing,
Other relevant information.
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Technical RequirementsGoal & objective of project,
Critical Success Factors,
Functional specification of current system,
Func. Spec. of desired system,
Performance Specs.,
Hardware & software requirements,
Communication requirements.
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Management RequirementsFunctional project requirements,
Staffing,
Site preparation responsibilities,
Delivery & installation schedule & plan,
System acceptance test requirements,
System maintenance & training requirements,
Documentation requirements.
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Supplier Qualification & ReferencesBrief history,
Capabilities & Offerings,
Evidence of capability & offerings,
References,
Case Studies,
Sample list of clients.
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PricingHardware & Software
Installation, Maintenance, Training, Documentation,
Project Management,
License Fees
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Contracts & License AgreementPurchase agreement,
Maintenance contract,
Warranty period,
Software license agreement,
Performance/payment bonds.
NDA
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AppendicesList of current equipment’s,
Workflow diagrams,
Communication network,
Standards used within company,
Other relevant info.
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Response GuidelineClearly match requirements to response.
Divide into two parts: Technical & Management part, Pricing part.
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Tech. & Management part ResponseTechnical & Management Proposal
Cover Letter
Executive Summary
Response to administrative requirements
Technical solution & description
Project management description
Solution Demonstration requirements description (if needed)
Additional Info.
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Pricing part ResponsePricing Response
Contracts
Follow formatting instructions.
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Cover Letter3-parts
Read and Understood the requirements Accepted conditions stated in RFP Committing the company to products & prices
included in proposal.
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Executive SummarySummarize overall approach,
Describe business features and benefits of your solution,
Discuss risks & concerns,
Explain what is required from Buyer to begin the project,
Pricing summary and how it was computed,
Hidden or related costs.
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Shall, Should &WillHow to recognize elements in an RFP:
Shall: indicates a requirement
Should: describes project Goals. Informational statement
Will: denotes statements of intent
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Specification vs. RequirementsSpecification is a sum of a group of
requirements.
Eg: specifications for a smartphone
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All the Best!And, Thank You!