Stop copying other peoples RFPs and answer these 7 questions I ask of all my end-users!

At the start of a request, before we start drafting an RFP,  I want to explain the process to my end-users, and have them stop copying RFPs or ‘writing to a template’ – RFPs are not a fill-in-the blank.  So after the explanation, and getting a high level idea of what they’re after, these are the Seven (7) questions I ask of them for their ‘homework’ to get things started

First – I want my end-users to take a blank page to jot things down – a brain dump if you will.  And I ask each of them to do it – we can then compile all the ideas/discuss to build the RFP.

1. Make a statement on “where we are now/how we got here/what is the decision driving procuring this service” (Background – give a bit of background on project)
2. Make a statement on “where you want to be” – ie the details/statement of work/services required of the contractor (future state – scope of work/services)
3. What do you as the experts in your industry, think we require of someone in order for them to get us from 1 to 2 – ie x number of years experience, having conducted XYZ before? (This is our requirements)
4. What do you need to SEE in a proposal for someone to prove they can do what you need (this would be the response guidelines – ie if you want someone who’s done XYZ, response would be to provide an example of having done XYZ within the last X years)
5. Are there any limitations, constraints, regulatory issues we need to disclose so proponents are aware before proposing something we can’t accept…(we can’t disqualify if we didn’t disclose the limitations)
6. What problem are you trying to solve? Are there lessons learned/issues from past that you want to prevent/avoid in the upcoming contract?
7. Is there an incumbent (we have to disclose that to the marketplace as it impacts their decision to respond); is there any information the incumbent has that gives them an ‘advantage’ over others and can we “level the playing field” by providing that information?

Pulling all this info together will help you draft all the relevant parts of the RFP and give you the outcomes you are after.  Evaluations will also be easier as the team will have already built/discussed the requirements as a team. Next week I’ll get into why you want to build your evaluation booklet at the same time as your RFP.