This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here: http://flevy.com/browse/flevypro/request-for-proposal-process-tracker-2352 DOCUMENT DESCRIPTION Developing the process by which you approach a Request for Proposal (RFP) is an important step toward winning business in a competitive market. Use these steps to build your process for tracking RFPs. This is a Request for Proposal Process Tracker built in MS Word. It is completely customizable and contains the following RFP proces steps: Identify - Identify project need from a prospect (these projects may be openly publicized or you may need to be on a preferred vendor list -- make sure your sales group understands how your key prospects request RFPs). Evaluate - Evaluate the RFP for opportunity fit. Review the RFP to ensure that what is requested is within the parameters of what you are willing to provide. Review - Review the RFP in detail to ensure that you identify all internal parties who must assist in creating the response document. Assign - Assign roles and responsibilities for appropriate sections of the RFP. For example, if the prospect wants technical information provided, make sure that your technical staff is involved. Assign an RFP response project manager to oversee the assignment process and to coordinate steps moving forward. Clarify - Meet with the prospect to discuss the RFP. If you have questions that need clarifying, contact the prospect to ensure that you are not focusing on unnecessary areas or misconceptions. Document - Create your response documentation for the RFP. You need to provide a professional and organized response to the prospect's RFP because this document becomes the baseline for all potential future discussions. Deliver - Forward your response document to the prospect. It is very important that you deliver this response by the date defined within the RFP. Most prospects will not accept the RFP if the deadline has passed. Respond - During the response Q&A period, respond to any issues on which the prospect requests clarification. Be sure to answer all questions from the prospect. Agree - Conduct the final negotiations, which will involve Statement of Work (SOW) and contract discussions. Contract - Provide the final binding contract based on the RFP and begin work on the project or product. ABOUT FLEVYPRO FlevyPro is a subscription service for on-demand business frameworks and analysis tools. FlevyPro subscribers receive access to an exclusive library of curated business documents—business framework primers, presentation templates, Lean Six Sigma tools, and more—among other exclusive benefits.

1. [Company Name]
Request for Proposal Process
Tracker
Version 0.0
[Date published]
Presented by:
[Presenter's name]

2. 6/30/2016 Request for Proposal Process Tracker Page 2
RFP Process Tracker
Developing the process by which you approach a Request for Proposal (RFP) is an important step
toward winning business in a competitive market. Use these steps to build your process for tracking
RFPs.
Overview
The RFP process invites suppliers to submit competitive bids for project work or products. This
process encourages competition and provides prospects with fair and honest dealings with
suppliers. The RFP process also allows the prospect to review multiple options within the
prospect's preset parameters.
RFP Process Steps
Identify
[Identify project need from a prospect (these projects may be openly publicized or
you may need to be on a preferred vendor list -- make sure your sales group
understands how your key prospects request RFPs).]
Prospect name RFP deadline RFP number
[Humongous Insurance] [Date] [Number]
Request summary
[Server configuration for National Operations Center rebuild in Chelsea, NY.]
Account executive Business development director Decision date
[Name] [Name] [Date]
Evaluate
[Evaluate the RFP for opportunity fit. Review the RFP to ensure that what is
requested is within the parameters of what you are willing to provide.]
Request details
[Manufacturers bring product to market through their direct channel using B2C technology
and through their indirect channel using B2B and PRM technology. Prospect needs new
servers for expansion of business.]
Evaluation: Is project a fit for our company?
[Yes. We can provide the servers that the prospect is requesting.]
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3. RFP Process Tracker
6/30/2016 Request for Proposal Process Tracker Page 3
Review
[Review the RFP in detail to ensure that you identify all internal parties who must
assist in creating the response document.]
Subject matter expert group
[Engineering]
Other contributing groups
[Sales staff, Marketing department]
Assign
[Assign roles and responsibilities for appropriate sections of the RFP. For example, if
the prospect wants technical information provided, make sure that your technical
staff is involved. Assign an RFP response project manager to oversee the assignment
process and to coordinate steps moving forward.]
Project manager
[Name]
Roles and responsibilities
Name Role Responsibilities
[Name] [Technical lead] [Manage technical staff to
ensure that all components
satisfy customer
requirements.]
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4. RFP Process Tracker
6/30/2016 Request for Proposal Process Tracker Page 4
Clarify
[Meet with the prospect to discuss the RFP. If you have questions that need
clarifying, contact the prospect to ensure that you are not focusing on unnecessary
areas or misconceptions.]
Prospect name Primary contact Phone number
[Humongous Insurance] [Name] [Phone]
Location RFP number Call date
[Location] [Number] [Date]
Account executive Business development director Call time
[Name] [Name] [Time]
Document
[Create your response documentation for the RFP. You need to provide a professional
and organized response to the prospect's RFP because this document becomes the
baseline for all potential future discussions.]
Draft RFP completion date Reviewers Comments on this draft
[Date] [Names] First draft. This looks good.
Needs technical review.
Deliver
[Forward your response document to the prospect. It is very important that you
deliver this response by the date defined within the RFP. Most prospects will not
accept the RFP if the deadline has passed.]
Response document sent by Document delivery method Certified mail receipt number
[Name] [Express mail] [Number]
Delivery confirmed by Document delivery date
[Name] [Date] [Time]
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5. RFP Process Tracker
6/30/2016 Request for Proposal Process Tracker Page 5
Respond
[During the response Q&A period, respond to any issues on which the prospect
requests clarification. Be sure to answer all questions from the prospect.]
Questions from the prospect
Subject matter expert (SME)
assigned to answer
SME answer (to be incorporated
into the next response)
[What new software will be
needed?]
[Name] [No new software will be
needed.]
[Keep track of all meetings that are held to review and discuss the RFP. Provide the
prospect with any interviews or demonstrations that they require.]
Meeting date Meeting time Meeting attendees
[Date] [Time] [Names]
Meeting location Number of copies of RFP required Presenters
[Location] [7] [Names]
[Provide your best and final offers. Note that some additional negotiation may be
desired if the prospect has limited the listing of participants and if you are a final
contender for the contract.]
Authorized negotiator Lowest bid authorized Present at the negotiations
[Name] [$$$$] [Names]
Agree
[Conduct the final negotiations, which will involve Statement of Work (SOW) and
contract discussions.]
Final bid amount Responsible for the SOW
Responsible for issuing the
contract
[$$$$] [Name] [Names]
Signatures needed on SOW Signatures needed on contract
[Names] [Names]
Contract
[Provide the final binding contract based on the RFP and begin work on the project or
product.]
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6/30/2016 Request for Proposal Process Tracker Page 6
Contract date Date work begins Resources assigned
[Date] [Date] [Names]
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