RFP: Quick Guide to Effective RFPShilpa P. Viswambharan

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.

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.

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

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

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.

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.)

RFP Roadmap

Appendices

Contracts and Licenses

Pricing

Supplier Section

Supplied qualification and references

Management Requirements

Technical Requirements

Administrative Information

Project Overview

Administrative Info.Evaluation criteria,

Deadlines,

Method of submitting proposal,

Contact names & address,

Requirements for preparing,

Other relevant information.

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.

Management RequirementsFunctional project requirements,

Staffing,

Site preparation responsibilities,

Delivery & installation schedule & plan,

System acceptance test requirements,

System maintenance & training requirements,

Documentation requirements.

Supplier Qualification & ReferencesBrief history,

Capabilities & Offerings,

Evidence of capability & offerings,

References,

Case Studies,

Sample list of clients.

PricingHardware & Software

Installation, Maintenance, Training, Documentation,

Project Management,

License Fees

Contracts & License AgreementPurchase agreement,

Maintenance contract,

Warranty period,

Software license agreement,

Performance/payment bonds.

NDA

AppendicesList of current equipment’s,

Workflow diagrams,

Communication network,

Standards used within company,

Other relevant info.

Response GuidelineClearly match requirements to response.

Divide into two parts: Technical & Management part, Pricing part.

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.

Pricing part ResponsePricing Response

Contracts

Follow formatting instructions.

Cover Letter3-parts

Read and Understood the requirements Accepted conditions stated in RFP Committing the company to products & prices

included in proposal.

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.

Shall, Should &WillHow to recognize elements in an RFP:

Shall: indicates a requirement

Should: describes project Goals. Informational statement

Will: denotes statements of intent

Specification vs. RequirementsSpecification is a sum of a group of

requirements.

Eg: specifications for a smartphone

All the Best!And, Thank You!