This document provides an overview of different types of bids (RFI, RFQ, RFP) and the bid process. An RFI gathers information about suitability for an upcoming project. An RFQ is used when requirements are known, while an RFP asks how requirements will be met as well as pricing. Following the client's specified format is important. Having an existing relationship and strong proposal can help win a bid. Bids may be public or private sector. Researching the client and tailoring the response is advised. Proofreading and meeting deadlines are also important.

1. Understanding the Bid
Process
Last Updated: Oct. 29, 2015

2. What’s the Difference?
• Request for Information (RFI)
• Request for Quote (RFQ), Request for Tender
(RFT)
• Request for Proposal (RFP)

3. What’s the Difference? RFI…
• An RFI is an information gathering tool.
• Asks questions about you and your suitability for
an upcoming project.
• Often the prelude to short-list to receive
upcoming RFQ or RFP.
• Also used in the process of identifying a group of
preferred vendors.
• Similar to RFEO (Request for Expression of
Interest) or RFPQ (Request for Pre-
Qualification)

4. What’s the Difference? RFQ…
• Also called Request for Tender (RFT)
• Used when client knows exactly what they're
looking for.
• Includes full description of project including
quantities, specifications, timelines and
deliverables.
• May ask you to quote exactly on specifications
provided or that you provide a sliding scale
based on quantities or total project dollar value

5. What’s the Difference? RFP…
• Different from an RFI and RFQ
• Often client knows what they want, but not how
to get there.
• Not only asks how much, but how you will go
about providing the service.
• Asks questions to determine if you have the right
experience and fit for the client.
• Often asks you to provide expertise to create a
solution that client has not yet considered.

6. The Bid Format
• For a business proposal, you are in the driver's
seat. You decide the format and approach of the
document.
• For an RFP, RFI or RFQ, the client drives the
process and dictates the format of the
document.
• Extremely important that you follow the format
outlined within the RFP.
• Often company will disqualify a vendor for not
doing so.

7. The Ideal Scenario
• Your bid response is just one piece of the
puzzle.
• The ideal scenario is to have an existing
relationship, with a champion within the
organization. Add to that a killer game plan
and a well-written proposal and you can
almost smell the ink drying on the contract.

8. Mining for Opportunities:
Private Sector
• In the private sector, most bids are by invitation
only sent to a short list of vendors.
• The short list is often created by the client by:
– Issuing an RFI
– Canvassing peers and competitors
– Reviewing files maintained of sales calls
– Researching the internet

9. Mining for Opportunities:
Public Sector
• Most bids (based on $ value) are mandated to
post publicly. They can be posted:
– Online through a bid service ex: Merx.com,
Biddingo.com
– On the organization’s website
– Through ads in local newspapers

10. Mining for Opportunities:
Public Sector
• Two exceptions are:
– Government of Canada bids and tenders
which are downloadable at no charge from
their website at https://buyandsell.gc.ca.
– Province of Ontario bids and tenders which
are downloadable at no charge from their
website at
https://ontariotenders.bravosolution.com.

11. To Bid, or Not to Bid
• Perform a cost/benefit analysis
• Take a realistic view of your chances
• Be sure you can deliver
• Consider requirements like insurance and
liability

12. Do Your Homework
• Read the bid document to see if they’ve outlined
the decision making team, their key goals and
the decision making criteria
• Research your client
• Research client culture
• Consider decision makers and influencers
– Who are they?
– What makes them tick?
– “Package” your response accordingly

13. The Bid Response
• Follow the required format
• Pay attention to dates/meetings
– Intention to bid
– Q&A deadline
– Vendor visits
• Speak to benefits
• Understand your value proposition
• Respect your reader’s time

14. The Bid Response (cont.)
• Make it right
– Proof for clarity and content
– Proof for spelling, punctuation and grammar
– Proof for visual appeal
• Package (if in hard copy) and deliver as
specified within the bid document

15. Understanding the Bid Process
Questions?
Email: Debbie@EchelonOne.ca