How to write a professional RFP
How do I write an RFP
A request for quotation, sometimes also referred to as a also rubbing or rubbing ("request for quotation"), is a document that a company creates when buying a product and a pezifikatio
An RFQ, sometimes referred to as a RFQ or RFQ ("RFQ"), is a document that a company issues when it comes to purchasing a product and making its specifications available to the public. This is usually the case when multiple companies are bidding for work and the RFP is inviting at more competitive prices. However, if you don't properly prepare the RFP, it can result in wasted time, or worse, no bids at all. How to Create an RFP for Best Results.
Needed time: Some days
The 12 steps
- Do your homework:Find out what you need, what you want and what is possible before you start writing your RFP. Don't issue an RFP for a machine that can produce 1,500 widgets per hour if you've never sold more than 25 per month. There is no point in issuing an RFP for a powerful car when a messenger can get through traffic just as quickly on a bike.
- Differentiate between your needs and wishes: If you would like to purchase an application that can transfer images between the head office and your delivery truck at the construction site, you can specify the number of images needed per second, the maximum size of the images needed and the required resolution. While it might be nice to have these images in color, decide if this is really necessary. If you really need a certain specificity, use words like "will", "should" and "must". This indicates that these are the requirements. Specifications that are merely "wishes" should be identified by words such as "may", "may" and "optional".
- Decide what the winner should look like: The suggestions you will receive in response to your RFP vary. Each responding company has different strengths and weaknesses. Some will focus on the lowest cost. Others focus on the best quality. Others offer a full range of functions. Decide what you're looking for in advance - the lowest cost, fastest delivery, or a combination of both.
- Organize the document: Anything you write for business purposes should be carefully considered and organized. An outline is a good place to start. You need at least sections for an introduction, requirements, selection criteria, schedules and processes. Many of these sections have subsections.
- Write the introduction: Here you explain to potential bidders why you are publishing the RFP and what you want to achieve with it. The introduction can also contain a summary of the key items taken from the other sections, including the due date. The introduction of an RFP for an image transmission system could go something like this: "The XYZ Company is asking for suggestions for a highly reliable, easy-to-use system that will allow images to be transmitted from the main office to vans anywhere in the metropolitan area. March 5, 2007 at 8 a.m. PST. "
- Explain requirements: This section is one of the most important and usually takes the most time. You need to specify the size and clarity of the images to be transferred and the speed required. Be specific but do not tell bidders how to do the work unless it is essential. You may want to break this part into subsections. For example (a) image size and quality (b) transmission, which can include both the speed you want and any requirements that make the transmission secure (c) options you want, where you can list color as a desirable option.
- Selection criterion: Here you tell the bidders how to select the winning bid. You can reveal as much or as little as you want. It is a good idea to use a phrase such as "The winner, if any, will be selected solely at the judgment of the XYZ Company." You may want to create a table that assigns each bid a specific range of points in each category. Then have a team choose the best bid from the top three.
- Timelines: This section tells companies how quickly to act and how long the process is likely to take. Be sensible in setting your deadlines. Do not ask for suggestions for complex systems, give bidders only a few days to respond. Take more time to prepare a bid if your RFP is large, if your desired purchase is complicated, or if you need a very detailed answer. This is also where you can tell bidders how long the evaluation process will take, if they are notified when they are successful, and how quickly they need to deliver on what they have promised.
- Process: This section explains how the process goes - from sending the RFP to placing the order and when to start work. This section may state: "Bids are due by the date specified in step 8. All bids are reviewed to ensure they meet all requirements and are responsive. All good bids are rated in X categories (you can choose the categories if you wish. "You wish) and the top three bids will be judged by the nomination team to select the winner and an alternative. Negotiations with the winner are expected to result in an order being placed within two weeks. "
- Decide how the RFP should be sent: Most RFPs are sent, but do not have to be. You can send an RFQ by email or post it on your company's website. Include only the name (or bid number) that you want bidders to use to identify the RFP they are responding to.
- Decide who should receive the RFP: You may already have identified the suppliers you want to buy from. Your company may even have a list of acceptable vendors. If not, you can find potential suppliers through your professional network by searching online or by asking trusted suppliers of other materials for their recommendations. Don't limit your list of recipients to your tender to just large companies or established providers. You may find better ideas and even better prices from smaller vendors who are often more keen to win your business.
- Notify the winner: Once you've completed all of the above, it's time to take the plunge and let the winning RFP know it's time to move on with the project.
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