Effective RFP Writing – The Strategic Sourceror

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Finding the perfect supplier and the perfect solution for any business need can be tedious and stressful. However, leveraging a procurement initiative such as a request for quotation or a request for information (RFP, RFI) can help you effectively evaluate the market and its supply base and find the right partners and programs to keep your business objectives.

Depending on the commodity, service and level of requirement, one or more strategies are used. Since an RFP contains many elements to address and inquire about qualitative and quantitative aspects of supplier skills, I would like to provide an insight into the best practices for writing an effective RFP.

The tender should allow you to clearly communicate your specifications, goals and objectives, wants vs. needs, and what is acceptable and what is not. The following are recommended some of the critical areas of involvement that will result in obtaining the correct information and thereby enabling you to make an informed decision.

  • Define your project: explain your business and the reason for posting the tender. Short suppliers on the ccurrent status and overall project requirements.
  • An introduction, business overview: what is your business (services or products) and what are your values? Is there something unique that should be part of the consideration and selection? You want to make sure the bidders align with your vision and company values.
  • Outline the expectations: What are your business goals and objectives? In your opinion, what will the final situation look like? Alert suppliers to paint issues that you want to address or any existing issues that are being considered. This can be as simple as replacing old equipment with modern services, or it can be more complex and strategic, e.g.
  • The format / style in which suppliers should respond: What are the expectations of the responses? Do attachments have to be filled out or do certain documents have to be submitted? Are demos or POCs expected?
  • What criteria are used to evaluate suppliers? You should be very specific and categorize each section by going into the goals and metrics used. This can help guide suppliers to more explicit answers and alleviate sales poverty.
    • When there are rules for using or not using 3approx the party supplier support in the tender make this a separate clear section.
    • If there is a special consideration of female, veteran, etc. owned suppliers, this should also be described.
  • Describe any potential obstacles that could delay a decision or allow changes in scope during the tender and selection process.
  • Include your budget: While this may be a very conservative number, try to have some expectation about the value you have assigned to this project. There will be some suppliers talking about budget and total cost until they move on to the next phase, but those who really want and deserve the business will try to work within your limits or be honest early on if they can’t is.
  • Define all schedules and response processes: what are the schedules for each phase of the tender? Do your best to set expectations for next steps, including additional timing for demos and talks, demos, and awards. Make sure you provide clear instructions on where responses should be submitted and how all communications should be handled. Providing detailed information in this section can avoid unnecessary and extensive follow-up by bidders.

The sections above are just the turning point in setting the stage of your deeper dive investigation. In my next blog, I’ll tell you more about the questionnaire itself and how to ask the right questions and get the right answer to aid your overall decision-making.

If you take into account the above and can be transparent to bidders, you are more likely to tone down responses from suppliers who cannot fulfill the request, minimize some of the sales jargon, and ensure responses are on time and within budget offer successful solutions.

Your efforts will help reflect your expectations for an effective response.

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