Think outside the Template - How to Write an RFP

This is something I've given to end-users over the years - trying to get them to think past the template - too many times people try to 'fill in the blanks' of a template and miss some really core requirements and/or questions and criteria.

So thinking outside of the template:

1) Take a blank page and write out the situation background - how things are, who the key players are and their mandates, (why this RFP process started - Background).

2) Then, take another blank page, and pretend you have a crystal ball and write out what you see in the future when this project is complete. (what you hope to get from the RFP process – Project Scope).

3) Then, take a look at those two pages and list what you believe you need to get from one to the other....(Requirements).

4) Take a look at that list and write down what you'd ask someone to find out if they could do those things (Proponent Response)

5) Rank the lists in 3 & 4 by priority...and to take it even further, what is a must have and what's a nice-to-have....(Criteria).

6) Questions to answer for additional RFP information:

• What is the estimated dollar value of the project?
• Do you want to put the budget figure in the document? Y or N
• Is there legislation affecting this project?
• Are there standards the proponents need to be aware of and do we have them available via the internet?
• Do we need to worry about employee/employer relationship? If so, what can we do to lessen the risk – ie own tools, set own hours, offsite work, etc?
• Will staff from the Organization be working with the project as well? (if so, we should advise the proponents what skill levels the Organization will be providing as that will affect their proposal)
• Does the contractor need special licencing/accreditation/certification?
• Are there “known dangers” that a contractor may be exposed to during the performance of the contract? (e.g. asbestos, falling rocks, blasting, hazardous materials, etc).
• Any other information deemed relevant…

Those 5 steps are a good exercise for everyone involved to go through, then compare the lists, etc to come up with an RFP that works for everyone.