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Creating an Effective RFP

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on 19 October 2015

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Transcript of Creating an Effective RFP

Creating an Effective RFP
An RFP is a collection of requirements that you need for the project to be a success. These requirements should be very clear.

For this presentation: Case study - the owner needs an emergency response system. But, they are not familiar with what the options may be for a solution.

Requirements can be divided into mandatory and optional requirements. The reason for having both could be that an optional requirement would be a “nice to have” but is not mandatory to make the project a success.

But – keep in mind that your evaluation must provide a measurable means for both the mandatory and the optional requirements.

What is a Request for Proposal? (RFP)
Section 1
Project Overview and administrative
Section 2
Technical Requirements
Section 3
Management Requirements
Section 4
Supplier qualifications and references
Section 5
Suppliers' section
Section 6
Pricing Section
Contracts and Licensing
Review and Evaluation
This process is an absolute necessity.

a. eliminate any that are grossly non-compliant.
b. next round - still skimming. Proposals that survive the preliminary evaluation are now given a more thorough review.
c. This step is designed to yield the shortlist of suppliers, but it may be that only one supplier will still be qualified at this point.

RFP Process
Examples of areas for evaluation
Technical requirements
Qualifications and similar projects completed
Oral presentations
Availability of products and/or services
Local (response time to needs)

Have a measurement/evaluation mechanism for each requirement.

If in the document you require a list of previous and similar jobs. How will you evaluate those responses?
# of jobs? (points?)
Similarity to this project?
Reference from past customer?

Continue to revise, because this exercise may in-turn cause you to modify your list.
For Example:

Responses will be independently evaluated by an Evaluation Team on the basis of the written responses and additional written information as requested. The evaluation will utilize the following broad scoring categories:

1. Experience of firm and standard services offered by firm 15%
2. Experience of personnel to be assigned to this engagement 15%
3. Approach to this engagement 35%
4. Past performance as provided by references 15%
5. Pricing Proposal 20%

Evaluation criteria should be provided in the RFP
, to prevent suppliers from tailoring their proposals and not giving equal thought to other areas that might not be listed specifically.

So, suppliers should be provided with as many evaluation criteria as possible
without being given the exact point values for each requirement.

Benefit for the owner:
Great means to let the experts make recommendations.

Benefit for the vendor/contractor:
Great means to open dialogue for a better solution.

*Used when owner isn't fully aware of specification needs and when there may be multiple options to fit the need.
May also be used for large projects:

For projects such as design-build where you need the expertise in design.

The shortlist normally comprises the remaining two or three suppliers. They have been evaluated and rated, and are close together in the scoring.

Evaluation of proposals is not a straightforward exercise.
The following is an example:

0 = does not meet requirements
1 = marginally meets requirements
2 = fully meets requirements
3 = exceeds requirements

Numerical scoring allows for degrees of responsiveness, which may be necessary to rank responses.

Determine Need Requirements Possible Vendors ROI Budget RFI? Schedule RFP Release
Once all of the proposals have been evaluated, you may consider writing a report summarizing all of the proposals and their evaluation results to ensure:
(1) Defend your final selection
(2) Justify the elimination of other suppliers

It isn’t uncommon that a vendor come back to see information regarding your selection process.

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