Tips for Responding to RFPs

 

Review the full document

• From the intro of the RFP through the market basket, note clues of what they really want.
• Highlight points and make margin notes.  First thoughts and reactions help you craft answers.
• Note all deadlines.
• Evaluate if this is an opportunity where you want to invest time, resources, and expense.

 

Know the client and the opportunity         

• Research the client: mission, services, community involvement, audiences, etc.  Pull this information you can pull into your answers to create a connection
• What can you find out about your competitors?  Incumbents?
• Is there a procurement company involved?  Understand the value they have promised the client.

 

Don’t settle for yes or no answers

• When space allows, expand on all answers…briefly.
• RFPs may not ask the question you’d like to answer.  Find where to fit in good points.
• Don’t bluff; be specific to the question asked

 

Create a positive spin

• Be aware that anything you do not offer may disqualify you.
• Don’t provide the requested service? Don’t say “no”; explain and suggest an alternate solution.

 

Show and tell

• Make it easy on the reader.  Use bullet points for complicated procedures.  Also pictures, photos, diagrams, process flows to illustrate your answers and break up all the words
• Support your pictures with captions and explanations when necessary.

 

Stand out

• The evaluating team may read up to 50 responses.  Find ways to stand out.
• Make your responses clear, concise, and correct.   Be personal if possible.
• Start your response with the most important points and then finish with the ancillary details.  Readers start to skim, and you want what’s critical up front.
• Deliver a professional document.  Proof it!  Have fresh eyes read it for comprehension/accuracy.
• Include an executive summary

 

Market basket/pricing exercise

• Understand the spreadsheet terms, processes, formulas, and pricing model.
• Clarify your pricing: write out any assumptions you make in figuring your costs.  Some people look for mark-up, and others want a margin.
• Show the formulas you use.  Lead them through it!

 

Contract negotiation

• Must honor all that you promised in RFP.
• Be clear about responsibilities, service levels, and inventory.
• Have a professional review it.

 

-Courtesy of Tango