Request for Proposal

When done right, RFPs enable businesses and government agencies to fairly evaluate competing proposals while reviewing the broadest possible range of potential solutions. All too often, however, RFPs fail to meet these goals, because their creators simply don't understand how to create them effectively. In this book, the world's leading RFP consultant offers realistic, specific, start-to-finish guidance for every professional called upon to write RFPs. Bud Porter-Roth covers every step of the RFP process, offering specific language examples that demonstrate both best practices and worst practices to avoid. He shows how to ensure that RFPs contain information that is sufficiently accurate and detailed; how to ensure clarity of presentation, structure, and organization that encourages productive responses; and how to avoid the most common pitfalls of the RFP process. The book includes detailed coverage of writing each section of the typical RFP, including administrative, technical, management, pricing, and evaluation sections; as well as extensive practical guidance on planning and preparation. Appendices present complete RFP examples, preparation instructions, analysis tools, calendars, and other resources for jumpstarting RFP development. http://www.dropshippers.co.za/

Table of Contents

1. Introduction to Writing RFPs.

Introduction.What is Presented in this RFP Book?Different Types of RFPs.Request for Information (RFI).Request for Proposal (RFP).Why Write an RFP?RFP Development and Preparation.RFP Project Development.Evaluation Criteria.Reviewing the RFP.Anatomy of an RFP.Project Overview and Administrative Information.Technical Requirements.Management Requirements.Supplier Qualifications and References.Suppliers' Section.Pricing Section.Contracts and License Agreements Section.Appendices.RFP Activities.Pre­RFP Activities.Identifying Suppliers.Qualifying Suppliers.RFP Activities.Post­RFP Activities.The Importance of the RFP from a Contract Perspective.Conclusion.

2. RFP Planning and Preparation.

Introduction.Pre­RFP Planning Considerations.Project Organization.Project Organization.Project Schedule.Technology and Supplier Education.Budget Development.The Project Acquisition Budget.Post-RFP Planning Considerations.Project Development and Implementation.Additional Post-RFP Activities.Conclusion.

3. RFP Administration Requirements Section Introduction.

How to use this Chapter.Anatomy of an Administration Section.RFP Overview.Supplier and Supplier Reference Information.Company Confidential Information.Intent to Bid.Proprietary Information Notice.Supplier Confidential Information.Subcontracting.RFP Contacts.RFP Questions and Answers.Responding to Supplier Questions.RFP Reference Library.RFP Schedule.Pre­Proposal Conference.Proposal Format Requirements.The Cover Letter or Transmittal Letter.The Executive Summary Required in Proposals.Pricing Section (Cost Section).Best and Final Offers.Alternate Proposals.Compliance Matrix.Informational Paragraphs in the Administrative Section.Definition of Requirements.Production Environment for Hardware and Software Products.Errors or Omissions in Proposals.Proposal Evaluation Criteria.Proposal Costs and Expenses.Product Demonstrations.Notifying Winning and Losing Suppliers.Proposal Debriefing.What Should Not Appear in the Administrative Section.Conclusion.

4. RFP Technical Requirements Section.

Introduction.Writing Requirements for the Technical Section.Definition of a Requirement.Who Writes Requirements?How Do Suppliers Recognize Requirements in Your RFP?What Is the Difference between Specifications and Requirements?Requirements can Be Written as Questions, Statements, or Narrative Description.Qualities of Well Written Requirements.Requirements Must Reflect Real Products or Solutions.Requirements Must Be Unambiguous.Requirements Must Not Use Subjective Terms.Requirements Must Be Measurable.Requirements Must Be Meaningful.Requirements Must Be Complete.Requirements Must Not Include the Solution.Requirements Must Not Include Unnecessary Characteristics.Developing Technical Requirements.Illustrating Requirements.Anatomy of a Technical Section.Current Business Environment.Current Technical Environment.Proposed Technical Environment.A Note on Hardware Requirements.A Note on System Software Requirements.Application Requirements.Conclusion.Suggested Readings.

5. Management Requirements Section.

Introduction.Writing Requirements for the Management Section.Examples of Poorly Written Requirements.Anatomy of a Management Section.Project Plan.Project Schedule.Site Preparation Plan and Personnel Responsibilities.Project Staffing Requirements.Roles and Responsibilities.Design, Development, and Implementation.Project Change Control.Delivery and Installation.Testing.System Maintenance and Support.Training.Documentation.Standards.Project Cutover.Supplier Issues and Concerns.Conclusion.

6. Pricing.

Introduction.Anatomy of a Pricing Section.Introduction.Hardware.System Software.Application Software.Custom Software Development.Consumables.Project Implementation and Management Services.Maintenance and Support.Training.Documentation.Other Costs Not Specifically Requested.Organizing the Price Section.Validating Prices.Other Pricing Notes.Contracts and License Agreements Section.Fixed Price Contract.Time and Materials (T&M).Associated Contract Considerations.Evaluation of Price Proposals.Conclusion.

7. Evaluation Guidelines.

Introduction.The Evaluation Team.Evaluation Considerations.Evaluation Criteria in the RFP.Getting Started Evaluating Proposals.Requests for Clarification.Other Considerations for the Evaluation Team.Anatomy of an Evaluation Section.Technical Evaluation.Management Evaluation.Price Evaluation.Oral Presentations and Demonstrations.The Evaluation Process.Introduction.Preliminary Evaluation.Second Round of Evaluations.Detailed Evaluations.The Shortlist.Developing the Scoring Methodology.Evaluation Report.Conclusion.

Appendix A. Administrative Information.

Appendix B. Supplier Information.

Appendix C. Proposal Preparation Instructions.

Appendix D. Budget Planning and Investment Analysis.

Appendix E. Nondisclosure Agreement.

Appendix F. Proprietary Notice.

Appendix G. Notice of Intent to Bid.

Appendix H. Questions and Answers.

Appendix I. Compliance Matrix.

Appendix J. Preliminary Evaluation Checklist.

Appendix K. RFP Reverse Planning Calendar. 0201775751T12102001