Minding Your RFPs & Quotes
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Transcript of Minding Your RFPs & Quotes
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Minding Your RFPs & Quotes
LINGOs Meeting
Chris Willis, CEO, Media 1
Laura Levy, LINGOsApril 12, 2007
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Agenda
Identify: The elements of an adequate RFP/Project Plan What to include in a winning proposal, resulting in a
sensible project plan The goal of each proposal element
• Writer• Receiver
Small Group Workshop: RFP scenarios
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It’s all about expectations
Setting Expectations Clarify goals Detail approach List tangible deliverables
Meeting Expectations Make sure you are working from a common mental model Have a clear and detailed project plan
Satisfaction = Expectations Met or Exceeded
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Your Ps & Qs
RFI - Request for Information “We need to learn more.” Usually leads to an RFP
RFQ - Request for Quote “We know what we want. How much will it cost?”
RFP - Request for Proposal “Tell us what we need, how you’ll go about doing it,
and how much it will cost.”
Project Plan – Selection of proposal elements, mutually negotiated and documented, used to guide the work effort
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No matter what they ask for …
No matter what they don’t ask …
You need to craft aa complete work plan!
What’s that?
Remember … in your proposal response
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Consider This: Elements of a News Report
Who?
What?
When?
Where?
Why?
How?
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Elements of a Successful Proposal
Why? How? What? Who? When? Where? Plus … How Much? And … Whatever Else they ask for
= a Complete Project Plan!
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Why – purpose of the response
Statement of Understanding Reiterate the stakeholder problem and purpose of the
project Identify the Target Audience – document who will be using
the solution
State the Learning Objectives – preliminary outline, if possible
Goals Show that you are paying attention – like active
listening Establish credibility Ensure you are truly on track
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How – what you propose to do
Statement of Work (SOW) Approach - Detailed, itemized list of tasks;
technologies; innovations; functional narrative Contingencies - What you need from them Exclusions – Related items that are not included in
proposed solution
Goals Clearly document tasks to be performed Remind them of the value of working with a pro (you!) Prepare them for gathering the things you’ll need Clearly document what is not included (exclusions)
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What – something to hold onto
Deliverables & Approach List tangible items to be
developed through the course of the project
Tie to tasks Bind scope
• Seat time?• Number of screens? Lessons?
Exercises?
Clearly call out technology, media, & ownership or use rights
Goals Clearly document what they will
get Cross-check tasks against
deliverables, budget
Budget
Deliverables
Tasks
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Who – team: yours, mine, & ours
Resources (Work Team) Roles & responsibilities for your team; name if required Roles & responsibilities you require of their team
• Single point of contact – final decision maker• SMEs/Reviewers
Disclose any contractors (sometimes optional) Provide team bios (optional); resumes only if requested
Goals Help ensure they arrange the people you need Meet any RFP requirements Ensure you can meet project staffing requirements
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When – deadlines
Schedule Tasks/deliverables
tied to due dates Gantt timeline (optional)
Goals Show how nimble you are, OR Get them to be real about delivery expectations Ensure you have staffing availability
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Where – your place or mine?
Location Onsite placement or remote work team Meetings - in person or teleconference?
Goals Clarify your preferences Leave open, if negotiable
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How Much – dollars and sense
Budget Detail costs
• by task/deliverable• by resource (optional)
Detail terms• how often to bill• Hours used or milestone• payment terms (Upon receipt, Net 15, 30, 45…)
Goals Tie budget directly to tasks/deliverables Set stage to negotiate your billing preferences
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And…Whatever Else they ask for!
Optional Considerations References Methodology Case studies detailing related experience Awards Links to portfolio samples List of certifications Compliance to industry standards Marketing materials
Caveat If they tell you to leave it out, they mean it!
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Order! Order!
Follow their lead Use their order of presentation, if specified in RFP/Q Use their section numbers, if appropriate
Use Appendices Great place to put in all your extra “stuff”
Create a Table of Contents
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TryIt!
Review the sample RFQs. What questions would you need to ask in order to be able to provide a full response, including: Why – Statement of Understanding How – Statement of Work What – Deliverables Who – Resources When – Timeline Where – Location How Much – Budget Whatever Else!