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Quick guide to effective RFP creation

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Quick guide to effective RFP creation

  1. 1. RFP: Quick Guide to Effective RFP Shilpa P. Viswambharan
  2. 2. Courtesy  I aim to provide a quick guide to writing effective RFPs via this presentation. It is mainly based on the Bud Porter-Roth’s book - “Request for Proposal, A Guide to Effective RFP Development” and my experience as a relationship manager.  As this book has helped me in my success, I hope it helps many others.
  3. 3. Request For Proposal, Defined  RFP is a vehicle for establishing a dialogue between buyer and suppliers, based on agreed upon set of rules, requirements, schedules and other information.
  4. 4. Initial Stage  Buyer establish a budget based on:  Project requirements,  Supplier research,  Team’s understanding of various solutions. Needs Requireme nts Vendor product/pri ce review Budget ROI Study
  5. 5. Best Practices  Need assessment and formal statement of problem and the required solution.  Mention the requirements clearly and in measurable terms.  Internal acceptance.  Not limiting available solutions  Rigorous evaluation criteria  Define project budget, schedule and personnel
  6. 6. Types of RFP  RFI - Request for Information: (pre-RFP) Gain information on available solutions by vendors.  RFI is not a prerequisite to RFP. RFI is used by buyers to gain more insights, usually when there is ambiguity around a project/product.  RFP : Formal requests that communicate a company’s requirements and invites solutions from suppliers.
  7. 7. Expectations from a RFP Response  Demonstrate clear understanding of all technical & non-technical issues mentioned in RFP  How your suggested solution will address each of the issues/requirements raised in RFP?  Method of doing business (team, risk management, training, support etc.)
  8. 8. RFP Roadmap Appendices Contracts and Licenses Pricing Supplier Section Supplied qualification and references Management Requirements Technical Requirements Administrative Information Project Overview
  9. 9. Administrative Info.  Evaluation criteria,  Deadlines,  Method of submitting proposal,  Contact names & address,  Requirements for preparing,  Other relevant information.
  10. 10. Technical Requirements  Goal & objective of project,  Critical Success Factors,  Functional specification of current system,  Func. Spec. of desired system,  Performance Specs.,  Hardware & software requirements,  Communication requirements.
  11. 11. Management Requirements  Functional project requirements,  Staffing,  Site preparation responsibilities,  Delivery & installation schedule & plan,  System acceptance test requirements,  System maintenance & training requirements,  Documentation requirements.
  12. 12. Supplier Qualification & References  Brief history,  Capabilities & Offerings,  Evidence of capability & offerings,  References,  Case Studies,  Sample list of clients.
  13. 13. Pricing  Hardware & Software  Installation, Maintenance, Training, Documentation,  Project Management,  License Fees
  14. 14. Contracts & License Agreement  Purchase agreement,  Maintenance contract,  Warranty period,  Software license agreement,  Performance/payment bonds.  NDA
  15. 15. Appendices  List of current equipment’s,  Workflow diagrams,  Communication network,  Standards used within company,  Other relevant info.
  16. 16. Response Guideline  Clearly match requirements to response.  Divide into two parts:  Technical & Management part,  Pricing part.
  17. 17. Tech. & Management part Response Technical & Management Proposal Cover Letter Executive Summary Response to administrative requirements Technical solution & description Project management description Solution Demonstration requirements description (if needed) Additional Info.
  18. 18. Pricing part Response  Pricing Response  Contracts Follow formatting instructions.
  19. 19. Cover Letter  3-parts  Read and Understood the requirements  Accepted conditions stated in RFP  Committing the company to products & prices included in proposal.
  20. 20. Executive Summary  Summarize overall approach,  Describe business features and benefits of your solution,  Discuss risks & concerns,  Explain what is required from Buyer to begin the project,  Pricing summary and how it was computed,  Hidden or related costs.
  21. 21. Shall, Should &Will How to recognize elements in an RFP:  Shall: indicates a requirement  Should: describes project Goals. Informational statement  Will: denotes statements of intent
  22. 22. Specification vs. Requirements  Specification is a sum of a group of requirements.  Eg: specifications for a smartphone
  23. 23. All the Best! And, Thank You!

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