Guide to writing effective RFP

1. Beginners Guide to Writing An Effective Request For Proposal (RFP) Laneika Mattress-Musalini, Michele Roth, Kelly Collins and Paula Williams Clemson University HRD 870 August 2, 2010

2. Introduction to effective RFP’s: HR benefits from knowing key items about the RFP process Defining an RFP Common Mistakes Common Components & Formatting End result is successful procurement of a service or product 2

3. Defining an RFP: Defines how vendors can propose a pertinent solution Ultimately becomes a contract Defines company/vendor relationship Defines how the solution should be delivered Ultimately – avoids miscommunications 3

4. Defining an RFP: Defines process and timeline for your company and the vendors Establishes common criteria for company to evaluate & for vendors to respond to Provides vendors with company’s requirements and allows them to ask clarifying questions Puts client and vendor on same page End result = successful vendor selection 4

5. RFP Common Mistakes: Poor upfront planning -key fundamentals not considered Poorly written – unclear to bidder Vital information omitted in RFP 5

6. RFP Components - Introduction: Defines the problem Defines what is being sought in terms of services Provides organizational overview 6

7. RFP Components - Requirements Very important section – and one of most time consuming Includes the functional and non functional requirements Often broken into subsections Examples: size, budget 7

8. RFP Components - Selection Criteria Advises how the project will be awarded Government RFP’s very specific, Commercial RFP’s not as specific May describe the company’s internal process for selecting vendor – example: task force 8

9. RFP Components - Timeline Defines how quickly the bidders must act Evaluation Notification of award Required delivery by vendor 9

10. RFP Components-Selection Process Typically last section Describes end to end process of the RFP May include summarizing details from other sections (timeline, evaluation, selection) 10

11. RFP: The Right Audience Identify strategies to get RFP in front of the right consultants Who has the capability to produce the deliverables? Other consideration factors: size, location, industry experience, reputation, quality 11

12. In Summary: Writing an Effective RFP should be part of your professional tool-kit Increases chances to hire the right vendor from the start Puts a project in a position of success 12