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

To achieve all the intended benefits, RFP standards must extend
beyond the planning and production steps to the types of guidelines
and criteria to be used to evaluate the responses received. RFP
preparation is only half the battle –
to define requirements and
solicit related proposals. To reach required goals, you must also be
prepared to properly and fairly evaluate the responses received. And
you can’t afford to wing it once submissions start rolling in.

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High Quality RFPs = High Quality Responses

In order to receive the highest quality responses, every RFP should
be standardized to incorporate the following five (5) content components:

1. The RFP Should Make Introductions. The RFP should
   provide basic introductions to the bidder concerning the company (who
   is requesting the bid) and proposal scope.
2. The RFP Should Present the Need. The RFP should
   provide a brief project overview, stating the business case for the
   project and the need to be filled.
3. The RFP Should State Requirements. The RFP should
   state the service and technical requirements and specifications upon
   which the proposed solution must be based. Every requirements statement
   should include a “definitions” section to ensure that all parties share
   a common understanding of all business and technical needs.
4. The RFP Should Set Terms and Conditions. The
   RFP should state the expected terms and conditions for solutions acceptance,
   including delivery requirements, payment terms, and regulatory requirements.
5. The RFP Should Set Expectations. The RFP should
   describe the overall RFP bidding process, including response submission
   requirements, “winning” evaluation and selection criteria, process deadlines,
   and related technical procedures (response format, submission mechanisms
   and how to submit questions and feedback).

RFP Content Guidelines and Evaluation Criteria

Once RFP responses are received, each response must be reviewed and
evaluated to determine the selected 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 evaluation standards are organized into three (3) actionable
components: criteria, degree and priority.

Start with Pre-Defined RFP Evaluation Criteria

• Physical Requirements: To what degree does this proposal meet
  stated physical solution requirements (for hardware and/or software)?
• Service Requirements: To what degree does this proposal meet
  stated service requirements?
• Pricing: How does the proposed price compare to the (a) planned
  budget and to (b) other proposals?
• Delivery & Installation: To what degree does this proposal
  meet stated delivery and/or installation requirements?
• Warranties: To what degree does the proposal meet stated warranty
  requirements?
• Terms & Conditions: To what degree does the proposal meet
  stated contractual terms and conditions?
• Skills & Abilities: Does the bidder have the necessary skills
  and abilities to deliver this proposal?
• References: Does the bidder have a proven track record in this
  type of project?
• Intangibles:What other factors can be used to evaluate RFP responses
  and select 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 each criteria component according to the
degree (extent) to which the proposed solution meets stated requirements.
This is illustrated below:

• 5 points: Fully Meets
• 4 points: Meets, with minor gaps (no compromise required)
• 3 points: Meets, with moderate gaps (some compromise required)
• 2 points: Partially meets (significant gaps, compromise required)
• 1 point: Does not meet

Make Your Evaluation Priority Rankings

The third element of the scoring system is the “priority ranking”.
In the course of the RFP process, bidders will be asked to respond to
multiple requirements. The degree to which each requirement can be met
will vary, even within a single proposal. On the other hand, since some
requirements will carry more weight than others, wiggle room may exist.
Priority rankings will help you to put requirements in perspective,
helping you to identify the points at which compromise is possible.
For example… You have received several RFP responses and you have
identified the solution that best meets your technical requirements.
However, this vendor is unable to meet your delivery and installation
timeframe. Can you compromise? Priority rankings can help you figure
it out, as illustrated below:

• High Priority: No Compromise Allowed
• Moderate Priority:Moderate Compromise Allowed
• Low Priority:Minimal Compromise Allowed

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Also See:

Planning to Prepare the Project Request for Proposal (RFP)

The Request for Proposal (RFP) is an important
“project procurement deliverable”, used to solicit competitive bids
prior to the purchase of project related goods and services.  
You don’t always need an RFP to make those purchases, but when you
do, you need a good one.  go to RFP or see all the related article links below.

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