How to Evaluate Responses to a Project Request for Proposal

Project “RFPs” (Request for Proposals) are most effectively prepared using pre-defined standards that provide content material guidelines, along with established viability criteria to facilitate evaluation and promote knowledgeable choice making. That is the only way to get things finished and to satisfy all defined objectives. The key is consistency and constructed-in flexibility. Read on for more.

High Quality RFPs = High Quality Responses

With the intention to receive the highest quality responses, every RFP must be standardized to incorporate the next five (5) content parts:

The RFP Should Make Introductions. The RFP should provide primary introductions to the bidder in regards to the firm (who is requesting the bid) and proposal scope.

The RFP Ought to Current the Need. The RFP should provide a brief project overview, stating the business case for the project and the should be filled.

The RFP Ought to State Requirements. The RFP ought to state the service and technical necessities and specs upon which the proposed resolution must be based. Each necessities assertion ought to embody a “definitions” section to ensure that all parties share a standard understanding of all business and technical needs.

The RFP Should Set Phrases and Conditions. The RFP ought to state the anticipated phrases and conditions for options acceptance, including delivery necessities, payment terms, and regulatory requirements.

The RFP Should Set Expectations. The RFP should describe the overall RFP bidding process, together with response submission requirements, “successful” analysis and choice criteria, process deadlines, and associated technical procedures (response format, submission mechanisms and how one can submit questions and feedback).

RFP Content Guidelines and Evaluation Criteria

As soon as RFP responses are acquired, each response should be reviewed and evaluated to determine the selected proposal. Using a pre-defined “scoring system”, each aspect of the RFP can then be ranked in response to the “degree” to which requirements and priorities are met. To meet these goals, RFP analysis standards are organized into three (3) actionable parts: criteria, degree and priority.

Start with Pre-Defined RFP Analysis Criteria

Physical Necessities: To what degree does this proposal meet stated physical resolution requirements (for hardware and/or software)?

Service Requirements: To what degree does this proposal meet stated service requirements?

Pricing: How does the proposed worth evaluate to the (a) planned price range and to (b) other proposals?

Delivery & Set up: To what degree does this proposal meet said delivery and/or set up requirements?

Warranties: To what degree does the proposal meet acknowledged warranty necessities?

Phrases & Conditions: To what degree does the proposal meet stated contractual phrases and conditions?

Skills & Abilities: Does the bidder have the required skills and abilities to deliver this proposal?

References: Does the bidder have a proven track report in this type of project?

Intangibles:What other factors can be used to evaluate RFP responses and choose the appropriate winner?

Move on to Response Evaluation Scoring

How will RFP’s be evaluated? Using a standardized scoring system, “factors”can be assigned to every criteria part in line with the degree (extent) to which the proposed resolution meets said requirements. This is illustrated beneath:

5 points: Fully Meets

four points: Meets, with minor gaps (no compromise required)

three factors: Meets, with moderate gaps (some compromise required)

2 factors: Partially meets (significant gaps, compromise required)

1 level: Doesn’t meet

Make Your Analysis Priority Rankings

The third ingredient of the scoring system is the “priority ranking”. In the course of the RFP process, bidders will likely be asked to reply to multiple requirements. The degree to which each requirement could be met will differ, even within a single proposal. On the other hand, since some necessities will carry more weight than others, wiggle room may exist. Priority rankings will aid you to put requirements in perspective, serving to you to identify the factors at which compromise is possible. For example… You’ve got obtained several RFP responses and you’ve got recognized the answer that finest meets your technical requirements. Nonetheless, this vendor is unable to meet your delivery and set up timeframe. Are you able to compromise? Priority rankings will help you work it out, as illustrated under:

High Priority: No Compromise Allowed

Moderate Priority:Moderate Compromise Allowed

Low Priority:Minimal Compromise Allowed

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