Crafting a Professional RFP Guide
Translated by
ScribdTranslationsCrafting a Professional RFP Guide
Translated by
ScribdTranslations(How to prepare a professional quality RFP)
Information Gathering
(It is extremely advisable that you read the suggestions below to write a good RFP)
1. (It may seem obvious, but do not write your RFP by hand and formally identify yourself - using your logo
or something like it. Use the models and samples section to obtain the RFP Toolkit 2007. In fact, using a
RFP template will save you time.
2. Identify which common sections you should include in your RFP by answering the following questions
(Why? Who?, What? How? and When?, as identified below):
a. (Why?)
(Why does your company need to hire a new solution?)
(The answer to this question allows for the creation of the Purpose Statement section of the RFP)
b. (Who?)
Describe your company succinctly.
(This information will become what is called General Information)
c. (What?)
What is the nature of the project?
(What are the needs?)
What is expected from the project?
(the answers to these questions will be the basis for filling in the following sections):
. (Scope of the Work)
. (Expected Outputs and Performance Standards)
. (Deliveries)
d. (How?)
What is the contract?
(Que tipo de informação e documentos a sua empresa espera receber dos potenciais fornecedores ?)
How will the submitted proposals be evaluated and what are the selection criteria?
(This information will be used in the following sections):
. (Term of the Contract)
. (Forma de Pagamento, Cláusulas de Incentivo e Penalidades)
. Terms and Conditions
. (Requirements for Proposal Preparation)
. Process (Evaluation and Selection Process of the winning Proposal(s))
e. (When?)
When should the questions for clarification and the proposal itself be submitted?
When will the winning proposal(s) be informed?
What is the total time used for the selection of the winning proposal(s)?
Who are the people responsible for evaluating the proposals? And to decide who was chosen?
(The answers to these questions serve as the basis for filling out the sections of the Schedule of
Processor Information for Future Correspondence Exchange(s)
(Common Sections in a RFP)
By answering the questions above, it was possible to collect the information that will help in detailing the sections.
common sections of the RFP. Below is a brief description of each of the sections of the RFP):
1. Statement of Purpose of the RFP
Describe what products and services your company is seeking, as well as the general objectives.
of the contract).
2. General Information
Please provide a brief description of your company, using statistics and general information about it.
clients. Clearly outline what the strengths and weaknesses of your company are. Don't forget to include
detalhes sobre as pessoas que serão encarredadas de lidar com a correspondência entre potenciais
suppliers and your company.
3. (Scope of Work)
List the specific tasks that the future hire(s) will have to perform, as well as the results.
expected from each of them. Include a detailed list of responsibilities, especially when it is
allowed for the future hired employee(s) to subcontract part of the service).
4. Expected Outcomes and Performance Standards
Specify the expected results, minimum performance standards from the future(s)
contracted parties and the methods for performance monitoring and the processes for implementing actions
corrective)
5. (Deliveries)
(Provide a list containing all products, reports, and plans that should be delivered to your company and
propose a schedule for the deliveries.
6. (Term of the Contract)
(Specify the duration, start and end dates of the contract as well as the options for renewal of the same).
7. (Payment Method, Incentive Clauses and Penalties)
(Specify all payment conditions for the performance considered adequate. Highlight the bases.
for incentives for performance above expectations and penalties for performance considered
unsatisfactory).
8. (Terms and Contractual Conditions)
(Attach the standard contract forms and the guarantees. You can also include any requirements that are
specific to this contract.
9. (Requirements for Proposal Preparation)
A consistent structure of content, information, and document types greatly facilitates the work of the team.
of evaluating the proposals. Therefore, you must request a specific structure for the proposal as well as
the list of all the documents your company expects to receive.
10. (Evaluation and Selection Process of the winning proposal(s))
(Explain the procedures and criteria for evaluating proposals and the choice of the winning proposal(s)).
11. (Process Schedule)
Clearly and concisely present the timeline used in the evaluation process, such as the dates
for the submission of the letter of intent, sending questions, participation in the 'pre-proposal' meetings, sending the
proposals, etc.).
12. (Contact Information for Future Correspondence Exchanges)
Include a complete list of people to be contacted for further clarification of the RFP or
any other questions. Ensure that it includes the name, position, responsibilities, and the various ways of
contact them.)