Forum Moderators: LifeinAsia
I need some serious help here folks. First, it seems like I have some real problems communicating effectively. Secondly I don't want to waste anyones time, including my own.
So what should I include in an RFP if I want it to be taken seriously and get serious proposals back in response.
Obviously I should include my project details, as much as possible.
If I want specific criteria met in for the final product, how specific should I be?
If I have some leeway for the final product, should I mention that? If so, how much detail?
What about if there are choices that could be used to achieve the desired outcome, should I mention those?
What about time frames?
Should I state my budget?
What if I don't really know what to expect for a budget?
Timeframes: yes.
Budget: I personally wouldn't. That may remove some of the "negiotation power" you would've had.
Minimum Specs: Yes
It should include sufficient information regarding your needs that assists the person responding, in building a good response. If you have too little detail, they may see this as a risk and "jack" the price up to cover themselves or simply not respond.
Having said all of that, tou need to strike a balance between putting everyone on a level playing field and allowing them to differinate themselves through innovation i.e. what they can bring to the table. This is a tough balance to strike. Don't remove the ability for them to provide an innovate solution.
The way I write an RFP is I build a large table which has requirements grouped into sections. These are either mandatory, desired or "nice to have" . I make sure I state that if they are unable to meet a mandatory condition, how do they propose to do this.
The respondant then completes the table with as much information as they are willing to share. Remember it is an RFP - they won't want to solve the problem totally for you because you may then use this information to work with a competitor.
What I like doing, is narrowing it down to 3 respondants, ranking them (this is where the table is great) and kicking off negiotations with the top 2 (leaving one in reserve). As the person ranking them, you need to understand what is the most important aspect - is it price or something else? Call this out in the RFP.
Warren
I would avoid listing your budget in the RFP. If you've taken the time to properly detail your project, they will know what ballpark you're in. We didn't list it in ours and only had one person ask about it, and I'm almost certain it was just to get an upper hand in negotiations. Quality companies will have a price on their work and will feel comfortable charging that price with no excuses.
If I want specific criteria met in for the final product, how specific should I be?
I know it's a silly answer, but as specific as you can get. If you know exactly what you want at the end of the day, spell it out. The thing you want to avoid is suggesting that they use product x so that you can get result y. Just tell them that you want result y. That way if they know of a better way to get where you want to go they'll be more comfortable proposing it. This leaves lots of room for them to propose ideas/technologies to meet your needs that you may not know about.
Clearly identify your timelines and possibly how flexible the timelines might be. Some companies may just be too busy in the short term to be able to complete your project on a short timeline. Or they may be extreemly busy in the short term, but still willing to biod since the timeline for your project starts after their current projects finish.
