RFP: Quick Guide to
Shilpa P. Viswambharan
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.
Request For Proposal,
RFP is a vehicle for establishing a dialogue
between buyer and suppliers, based on agreed
upon set of rules, requirements, schedules and
Buyer establish a budget based on:
Team’s understanding of various solutions.
Budget ROI Study
Need assessment and formal statement of
problem and the required solution.
Mention the requirements clearly and in
Not limiting available solutions
Rigorous evaluation criteria
Define project budget, schedule and personnel
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
Expectations from a RFP
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.)
Contracts and Licenses
Supplied qualification and references
Method of submitting proposal,
Contact names & address,
Requirements for preparing,
Other relevant information.
Goal & objective of project,
Critical Success Factors,
Functional specification of current system,
Func. Spec. of desired system,
Hardware & software requirements,
Functional project requirements,
Site preparation responsibilities,
Delivery & installation schedule & plan,
System acceptance test requirements,
System maintenance & training requirements,
Supplier Qualification &
Capabilities & Offerings,
Evidence of capability & offerings,
Sample list of clients.
Read and Understood the requirements
Accepted conditions stated in RFP
Committing the company to products & prices
included in proposal.
Summarize overall approach,
Describe business features and benefits of your
Discuss risks & concerns,
Explain what is required from Buyer to begin the
Pricing summary and how it was computed,
Hidden or related costs.
Shall, Should &Will
How to recognize elements in an RFP:
Shall: indicates a requirement
Should: describes project Goals. Informational
Will: denotes statements of intent
Specification is a sum of a group of requirements.
Eg: specifications for a smartphone