RFP, RFQ, and RFI Resources

What to Write in a Request for Proposal (RFP)

1. Objectives

• Specifications should allow at least two vendors to meet the technical requirements
• Technical requirements can be circulated to several vendors for validation or suggestions, if time permits
• Pricing should be separated from technical evaluation as part of a TCO/ROI analysis

2. Requirements

• Terms and conditions should include due date, format, clarifications and process
• Time line for evaluation, negotiations, decision, installation and acceptance
• Provide summary of currently installed equipment for replacement or new, including configuration diagrams and floor plans if appropriate
• List of items for technical compliance and weighting as to mandatory or optional
• Vendor to supply (and distributor or partner) company information specific to the country of installation, service, support and training capability, spares and customer references
• Require a detailed installation plan and acceptance criteria
• Require complete product pricing details and formated for a five year TCO analysis

3. Evaluation

• Analyze proposals from a technical perspective usually done by a technical evaluation committee
• Vendor proposal presentations to summarize and answer any technical questions
• Summarize TCOs and negotiate final pricing, including POCs or trial periods
• Decision announced

Advice for Customers Before They Write an RFP by captureplanning.com

1. Be able to articulate your requirements

2. Know what is feasible

3. Understand the trade-offs involved

4. Know your limits

5. Achieving Consensus

6. One good technique to use is "divide and conquer"

7. Speak with one voice to your vendors