Easy methods to Evaluate Responses to a Project Request for Proposal

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

High Quality RFPs = High Quality Responses
To be able to receive the highest quality responses, every RFP needs to be standardized to incorporate the following five (5) content elements:

The RFP Ought to Make Introductions. The RFP should provide primary introductions to the bidder concerning the company (who’s requesting the bid) and proposal scope.
The RFP Ought to Current the Need. The RFP ought to provide a short project overview, stating the enterprise case for the project and the need to be filled.
The RFP Should State Requirements. The RFP ought to state the service and technical requirements and specs upon which the proposed answer should be based. Each necessities assertion ought to include a “definitions” section to make sure that all parties share a common understanding of all business and technical needs.
The RFP Ought to Set Terms and Conditions. The RFP ought to state the expected terms and conditions for solutions acceptance, together with delivery necessities, payment phrases, and regulatory requirements.
The RFP Ought to Set Expectations. The RFP should describe the general RFP bidding process, together with response submission necessities, “winning” analysis and choice criteria, process deadlines, and associated technical procedures (response format, submission mechanisms and how to submit questions and feedback).
RFP Content Guidelines and Analysis Criteria
As soon as RFP responses are acquired, every response should be reviewed and evaluated to determine the selected proposal. Utilizing a pre-defined “scoring system”, every aspect of the RFP can then be ranked based on the “degree” to which requirements and priorities are met. To satisfy these goals, RFP analysis standards are organized into three (three) actionable parts: criteria, degree and priority.

Start with Pre-Defined RFP Analysis Criteria
Physical Necessities: To what degree does this proposal meet stated physical answer necessities (for hardware and/or software)?
Service Necessities: To what degree does this proposal meet said service necessities?
Pricing: How does the proposed price evaluate to the (a) deliberate finances and to (b) different proposals?
Delivery & Installation: To what degree does this proposal meet said delivery and/or set up requirements?
Warranties: To what degree does the proposal meet said warranty requirements?
Terms & Conditions: To what degree does the proposal meet acknowledged 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 file in this type of project?
Intangibles:What different factors can be utilized to guage RFP responses and select the appropriate winner?
Move on to Response Analysis Scoring
How will RFP’s be evaluated? Using a standardized scoring system, “factors”may be assigned to each criteria element in accordance with the degree (extent) to which the proposed solution meets said requirements. This is illustrated below:

5 factors: Fully Meets
four factors: 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 might be asked to respond to multiple requirements. The degree to which each requirement can be met will vary, even within a single proposal. However, since some necessities will carry more weight than others, wiggle room may exist. Priority rankings will make it easier to to place necessities in perspective, helping you to establish the factors at which compromise is possible. For example… You might have acquired a number of RFP responses and you’ve got recognized the answer that finest meets your technical requirements. Nonetheless, this vendor is unable to satisfy your delivery and set up timeframe. Are you able to compromise? Priority rankings can help you figure it out, as illustrated beneath:

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

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