Services

RFP & Opportunity Review

During this first and important step, a high-level summary of the RFP requirements, contract Terms and Conditions, and the overall economics of the RFP is built for us to review, together.

The goal being a “Go, No-Go” decision, to objectively determine if this RFP opportunity makes sense and is worth the investment of time, energy, and resources necessary for a competitive, compliant response.

RFP Response Plan

Once you’ve decided to “Go”, you need a plan. Here a detailed check list of everything needed for a complete RFP response includes listing of all required activities, documents, writeups, product/service info, etc.. This list will be a single view of all response deliverables with key, long lead time items called out as “critical path” to minimize fire drills and have a clear view of what needs to be done by when. With a single view, all items can then be assigned, monitored, and followed up.

Proposal Drafting

Execute on the RFP plan. A proposal template is created, based on your company’s look and feel. This document, or set of documents, will iterate many times as the response deliverables are completed and included into the proposal.

You control the final product, all items are reviewed by you before finalization to build understanding, accuracy, and confidence in the final the response.

Proposal Management

All good plans need a quarterback, a single experienced person with ultimate responsibility calling the plays. During the RFP response drafting process, daily standups are lead by the QB for all response participants to report on progress each day, planned work before the next standup, and any impediments, blockers for discussion and prioritization.

These daily syncs give us the ability to course correct often and to call out areas where critical path items may be stalling. Also this gives all participants visibility into the response, an easy way to understand what is happening and most importantly what is expected of each person each day.

Question & Answer

Asking the right questions can save you time, money, and a host of headaches. Many RFPs have strict deadlines, processes for when, how, and who you can reach out to for questions. Get the needed answers while staying compliant requires focus and attention.

Remember, typically all questions asked and answers given are public information and shared with all vendors, participants. Not only do you see the answer, but so too does your competition. Sometimes, knowing what not to ask is equally important.

Making sure you are signed up to receive the published answers or know where to look can save your RFP response from becoming non-compliant. RFP issuers can update requirements, issue new attachments requiring signatures during the Q&A period, it is necessary to stay informed and adapt when needed.

Pricing & Strategy

Determining how to price can make or break a RFP response. Clearly understanding the RFP requirements and how those impact final pricing is critical. So key questions may be:

• How many years is the contract and is pricing fixed for the term?

• What is the process for updating pricing or submitting for an increases in years 2, 3, +?

• Can you charge for shipping and taxes separate OR does it need to be bundled in your price?

• What about returns, exchanges, or refusals of delivery?

• If the contract is renewed past the original term, are you required to keep the original pricing OR can you submit based on current market conditions?

• Is the final contract award winner take all OR is it establishing multiple authorized vendors?

• In the RFP vendor selection process, what are the deciding factors e.g. are past experience and the technical response weighted so much that pricing accounts for a small fraction of the final score?

• Is there a best and final offer round and do you have enough room in your pricing to stay competitive?

Methodically figuring out all these questions and more will influence every aspect of your response including product writeups, how you answer requirements, and what you decided to include or excluded from your RFP response proposal.

Thinking about delivery of your proposed solution during the RFP response drafting process, allows you to get ahead of costly mistakes and delivery challenges. Discussions center around identifying likely challenges and then figuring out mitigations and contingencies that can be incorporated as part of the RFP response. The cheapest and best time to call out exceptions, exclusions, and alternatives is BEFORE you submit your proposal and go under contract.

Being realistic about what it takes to deliver on the requirements in the RFP helps protect you and lets the RFP issuer know that you really do understand their needs and what it takes to deliver successfully.

The proposal is drafted, pricing agreed, all deliverables ready.

Now its time to finalize the RFP response, print, package, and send off to the RFP issuer. Sometimes RFP issuers have particular requirements for submission such as:

• Printing on recycled paper,

• Double sided printing,

• Using a specific binder type,

• A physical and an electronic submission.

Knowing these details, and showing the RFP issuer you can follow instructions helps you put your best foot forward and may be the difference in being deemed compliant vs. non-compliant.

Congrats! You successfully submitted your RFP response.

During the RFP review and scoring process, the RFP issuer may need clarifications, additional submissions for product/service details or other documentation. There are also follow-up activities such as interviews, best and final offer rounds.

Meeting deadlines and requests will keep you in the running and may be the ultimate factor in who gets the final contract. Staying focused and attentive here allows you to show the RFP Issuer your ability to follow through.

Great, all the hard work is about to pay off.

Comparing the proposed contract to your RFP proposal submission(s) to confirm all parties and expectations are aligned BEFORE the contract is signed can set you and your new client up for a successful delivery.

Additionally, now is the time to submit required post submission items: e.g. Proof of insurance, purchase and issuance of bond(s), and showing any required certifications.

Set yourself up for a good customer experience and solution delivery.

Changing mindsets from a sales focus to project delivery can be hard. Help inform your project delivery team or remind yourself of the key details of the RFP Response.

To help your delivery hit the ground running, call out:

• Risk & mitigations

• Pricing considerations

• Product/service (options, exclusions, and inclusions)

• Key assumptions

• On-going compliance reports/documents

• Key requirements

RFPs can require on-going submissions by a successful vendor(s) to prove major requirements are met and to show the solution, delivery is compliant to local, state, and federal goals, laws, and regulations such as:

• Set aside metrics (e.g. MWBE, SDVOB)

• Annual coverage proof (insurance & bonds)

• Contract utilization statistics

• Proof of subcontractor payments

Meeting these on-going requirements helps you stay in compliance with your contractual commitments and avoid possible withholding of payments by the client.

Need help with delivery? Who best to help deliver on your new contract than the QB who helped you get there.