How to Evaluate Responses to a Project Request for Proposal

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

High Quality RFPs = High Quality Responses
With the intention to obtain the highest quality responses, each RFP must be standardized to incorporate the next 5 (5) content elements:

The RFP Should Make Introductions. The RFP ought to provide basic introductions to the bidder concerning the company (who is requesting the bid) and proposal scope.
The RFP Should Present the Need. The RFP ought to provide a quick project overview, stating the enterprise case for the project and the have to be filled.
The RFP Ought to State Requirements. The RFP ought to state the service and technical necessities and specifications upon which the proposed solution must be based. Every necessities statement ought to include a “definitions” part to make sure that all parties share a standard understanding of all business and technical needs.
The RFP Should Set Phrases and Conditions. The RFP should state the expected phrases and conditions for options acceptance, together with 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 requirements, “winning” analysis and choice criteria, process deadlines, and associated technical procedures (response format, submission mechanisms and easy methods to submit questions and feedback).
RFP Content Guidelines and Analysis Criteria
Once RFP responses are acquired, every response have to be reviewed and evaluated to find out the selected proposal. Using a pre-defined “scoring system”, each element of the RFP can then be ranked in keeping with the “degree” to which necessities and priorities are met. To fulfill these goals, RFP analysis standards are organized into three (3) motionable components: criteria, degree and priority.

Start with Pre-Defined RFP Evaluation Criteria
Physical Necessities: To what degree does this proposal meet acknowledged physical answer necessities (for hardware and/or software)?
Service Necessities: To what degree does this proposal meet said service requirements?
Pricing: How does the proposed value compare to the (a) deliberate funds and to (b) other proposals?
Delivery & Set up: To what degree does this proposal meet said delivery and/or set up necessities?
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 mandatory skills and abilities to deliver this proposal?
References: Does the bidder have a proven track document in this type of project?
Intangibles:What different factors can be used to judge RFP responses and choose the appropriate winner?
Move on to Response Evaluation Scoring
How will RFP’s be evaluated? Using a standardized scoring system, “factors”may be assigned to every criteria element in accordance with the degree (extent) to which the proposed solution meets said requirements. This is illustrated below:

5 points: Totally Meets
4 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 point: Does not meet
Make Your Analysis Priority Rankings
The third ingredient of the scoring system is the “priority ranking”. In the middle of the RFP process, bidders will probably be asked to reply to multiple requirements. The degree to which each requirement can be met will fluctuate, even within a single proposal. However, since some necessities will carry more weight than others, wiggle room may exist. Priority rankings will assist you to to put requirements in perspective, helping you to determine the points at which compromise is possible. For example… You might have obtained several RFP responses and you’ve got recognized the solution that best meets your technical requirements. Nevertheless, this vendor is unable to fulfill your delivery and installation timeframe. Can you compromise? Priority rankings will help you work it out, as illustrated beneath:

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

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