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1. Executive summary
Clearly summarise your business needs, project objectives and the problem(s) you are trying to solve. Make it very obvious as to the most important items on your RFP.
2. Clear and concise requirements
Provide clear and concise requirements, both in terms of the software functionality you require and what you are looking to achieve from the new project. Cut out excessive wording, padding or irrelevant material. Spend time refining your requirements to be as clear and concise as possible.
If you have yet to gather your requirements, or are looking for a time-saving way to prepare clear and concise requirements - visit Axia’s RFI/RFP Requirements Checklists for Accounting, CRM and HR Payroll systems.
3. Highlight your most important / critical requirements
Let potential vendors quickly see what is absolutely essential, so they can focus on whether they can meet these.
4. No gaps or vague details
Make sure there are no gaps or vague details in the RFP which could be open to misinterpretation.
5. RFP consistency
Make sure that your RFP is consistent eg similar levels of detail, format of each section (especially if prepared by different people), no unrelated requirements.
6. Mandatory requirements
Clearly identify all your mandatory requirements, whether they are software functionality requirements or how to respond to the RFP. List in a separate section or index them. It will make responding to the RFP much easier for vendors.
7. Rated requirements
If you have rated requirements ie certain sections of the RFP having more value than others – say so. It will enable those replying to the RFP to allocate their time and effort accordingly.
8. RFP format
Ensure the RFP format you use is clear and easy for potential vendors to understand.
9. Project interdependencies
Provide details of any interdependencies which may affect your project eg a new time and attendance system which must interface with any new HR system for which you are issuing an RFP.
10. Contact details and availability to be contacted
Provide contact details and make sure you are available to respond to a vendor’s questions. Or schedule a conference call / Q&A session with each vendor.
11. Make it easy to reply to the RFP
Provide clear instructions for how to reply to your RFP. Define the format of vendor responses to ensure consistent responses and hence make it easier for you to compare them. State your RFP process, time scales, and the evaluation criteria you will be using.
For more RFP information visit: RFP / RFI sample / Tips for improving RFP Process / Avoiding poor RFP responses / RFP / RFI evaluation / RFP scoring guidelines / Rating criteria for rfp
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