The 411 on RFPs
How can you narrow the list of possibilities before contracting
for services? How can you ensure that your organization's
business needs will be met?
One solution is to write and distribute
a Request for Proposal (RFP) in the marketplace. An RFP is
a written document that outlines specific information about
your organization, the services and products you need, and
the specific requirements suppliers must meet to
win your business.
A written request for proposal increases
market awareness of your organization's needs, thereby increasing
the competition to serve those needs and increasing the formality
of the relationship between you and the supplier. In short,
an RFP places you - the buyer - in control of the desired
service levels and related requirements and tells potential
vendors up front that your most important concern is
the level of customer service you will receive.
RFPs can be a lot of work, but they're
worth it. If you were planning on purchasing a learning management
system that you hoped to use for five years, it obviously
makes sense to find the vendor whose product matches your
needs as closely as possible. It's certainly easy to take
shortcuts. Industry gossip, anecdotal stories, and conversations
over lunch might provide you with a few tips, but, let's face
it, thousands or even millions of dollars might be changing
hands. It's much different than using Consumer Reports
to choose a lawnmower. You need to be educated, and there
should be no guessing involved.
In this report, we've provided you with
an introduction to the ground rules of developing an RFP:
Part 1 - RFP Basics introduces
you to some important basic questions:
- What format should I use to create an
RFP?
- What variables do I need to consider
when writing an RFP?
- Who should write the RFP?
- How much research and analysis should
I do for each RFP?
- Is there a template or standard document
that I should use to create the RFP?
- Should the RFP contain information about
my organization's vision and business requirements?
- Will the RFP impact the organization's
business plan?
- How far into the future should I be thinking
when writing this RFP?
- Is there a matrix or sheet that will
help me evaluate the proposals submitted in response to
the RFP?
- Do I need to issue a request for information?
Part 2 - Developing Your RFP
provides an extensive sample RFP for you to use as a template
when developing your own RFPs. In addition, we've included
a thorough Request for Information with forty questions you'll
want to ask prospective vendors and examples of two legal
documents that usually accompany RFPs: an Intellectual Property
and Nondisclosure Agreement, and Terms and Conditions.
Part 3 - Case Studies shows
you how two organizations, Memorial Sloan-Kettering Cancer
Center and CMOOR Group, have used the RFP process.
They provide some tips on what to expect when putting out
your first Request for Proposal.
While we specifically focus on an e-learning
topic in our sample RFP - choosing a learning management system
- much of the advice contained in this report applies to a
wide range of purchasing decisions. Our hope is that this
research can help you and your organization implement a process
for creating smart and thorough RFPs - and, in the end, make
smart, successful decisions from which your organization will reap
benefits for years to come.
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