How to Evaluate Responses to a Project Request for Proposal

Project “RFPs” (Request for Proposals) are most successfully prepared utilizing pre-defined standards that provide content guidelines, alongside with established viability criteria to facilitate analysis and promote informed decision making. That’s the simplest way to get things carried out and to fulfill all defined objectives. The key is consistency and built-in flexibility. Read on for more.

High Quality RFPs = High Quality Responses

So as to receive the highest quality responses, every RFP should be standardized to incorporate the following 5 (5) content elements:

The RFP Should Make Introductions. The RFP ought to provide basic introductions to the bidder concerning the firm (who’s requesting the bid) and proposal scope.

The RFP Should Current the Need. The RFP ought to provide a quick project overview, stating the business case for the project and the have to be filled.

The RFP Should State Requirements. The RFP should state the service and technical requirements and specifications upon which the proposed solution have to be based. Each requirements assertion should include a “definitions” part to make sure that all parties share a standard understanding of all enterprise and technical needs.

The RFP Ought to Set Phrases and Conditions. The RFP should state the expected phrases and conditions for solutions acceptance, including delivery requirements, payment phrases, and regulatory requirements.

The RFP Ought to Set Expectations. The RFP should describe the general RFP bidding process, together with response submission requirements, “profitable” analysis and choice criteria, process deadlines, and associated technical procedures (response format, submission mechanisms and the way to submit questions and feedback).

RFP Content Guidelines and Analysis Criteria

As soon as RFP responses are received, every response must be reviewed and evaluated to determine the chosen proposal. Using a pre-defined “scoring system”, each element of the RFP can then be ranked according to the “degree” to which requirements and priorities are met. To meet these goals, RFP analysis standards are organized into three (3) motionable components: criteria, degree and priority.

Start with Pre-Defined RFP Evaluation Criteria

Physical Requirements: To what degree does this proposal meet stated physical solution necessities (for hardware and/or software)?

Service Requirements: To what degree does this proposal meet acknowledged service necessities?

Pricing: How does the proposed price examine to the (a) deliberate price range and to (b) different proposals?

Delivery & Set up: To what degree does this proposal meet acknowledged delivery and/or installation necessities?

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

Phrases & Conditions: To what degree does the proposal meet said contractual terms and conditions?

Skills & Abilities: Does the bidder have the mandatory 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 utilized to guage RFP responses and choose the appropriate winner?

Move on to Response Evaluation Scoring

How will RFP’s be evaluated? Using a standardized scoring system, “points”can be assigned to every criteria component according to the degree (extent) to which the proposed resolution meets stated requirements. This is illustrated beneath:

5 points: Totally 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 midst of the RFP process, bidders shall be asked to reply to a number of requirements. The degree to which every requirement may be met will range, even within a single proposal. Alternatively, since some requirements will carry more weight than others, wiggle room might exist. Priority rankings will assist you to to place necessities in perspective, serving to you to determine the points at which compromise is possible. For example… You may have obtained several RFP responses and you have recognized the solution that finest meets your technical requirements. Nonetheless, this vendor is unable to satisfy your delivery and installation timeframe. Can you compromise? Priority rankings may 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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