How one can 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 evaluation and promote informed choice making. That is the only way to get things carried out and to meet 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 must be standardized to incorporate the following five (5) content elements:

The RFP Ought to Make Introductions. The RFP ought to provide primary introductions to the bidder regarding the firm (who’s requesting the bid) and proposal scope.
The RFP Should Present the Need. The RFP should provide a brief project overview, stating the enterprise case for the project and the have 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 have to be based. Each requirements statement should include a “definitions” section to make sure that all parties share a common understanding of all business and technical needs.
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.
The RFP Should Set Expectations. The RFP ought to describe the general RFP bidding process, together with response submission necessities, “successful” analysis and selection criteria, process deadlines, and associated 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 should be reviewed and evaluated to find out the selected proposal. Using a pre-defined “scoring system”, every factor of the RFP can then be ranked in accordance with the “degree” to which necessities and priorities are met. To fulfill 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 acknowledged service requirements?
Pricing: How does the proposed price compare to the (a) planned price range and to (b) other proposals?
Delivery & Installation: To what degree does this proposal meet stated delivery and/or set up necessities?
Warranties: To what degree does the proposal meet acknowledged warranty necessities?
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 different factors can be used to guage RFP responses and choose the appropriate winner?
Move on to Response Analysis Scoring
How will RFP’s be evaluated? Using a standardized scoring system, “points”may be assigned to each criteria component in accordance with the degree (extent) to which the proposed solution meets said requirements. This is illustrated beneath:

5 factors: Totally Meets
four factors: Meets, with minor gaps (no compromise required)
three points: Meets, with moderate gaps (some compromise required)
2 factors: Partially meets (significant gaps, compromise required)
1 level: Does not meet
Make Your Evaluation Priority Rankings
The third ingredient of the scoring system is the “priority ranking”. In the course of the RFP process, bidders shall be asked to respond to a number of requirements. The degree to which each requirement may be met will range, even within a single proposal. Then again, since some requirements will carry more weight than others, wiggle room could exist. Priority rankings will aid you to put requirements in perspective, helping you to determine the factors at which compromise is possible. For example… You will have obtained 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. Can you compromise? Priority rankings will help you figure it out, as illustrated under:

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

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