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1. Spend time and effort on your RFP document
Allocate sufficient time and effort for your RFP document. A rushed or poorly prepared RFP may result in you selecting the wrong software, vendor or unforeseen extra costs.
Before preparing the RFP, make sure you fully understand your organisation’s business needs and requirements.
Define any complex or ‘company specific’ terminology used within your RFP document, so that all vendors / readers can clearly understand what you mean. Also, use general terminology rather than one particular vendor’s terminology.
Make the RFP as understandable as possible. So don’t allow certain sections to become ‘weighed down’ in excessive detail or technicalities - this can be included within an appendix.
Where relevant and/or possible, consider minimising the number of variables that you will need to compare and evaluate in the RFP responses. It will make things easier for you later on.
Ensure you have thoroughly and accurately specified your requirements. And that your RFP document is complete. See RFP/RFI sample for RFP components.
Carefully review your RFP document and obtain feedback internally before you issue it.
2. Ensure appropriateness
Make your RFP and information requests appropriate for the software / services you are looking to buy. No vendor wants to spend weeks of unpaid time (and money) replying to a RFP, which would not be recouped from the sale of a system.
3. Set a realistic time scale
Provide a reasonable time scale for vendors to respond to your RFP. Don't ask them for 4 weeks work by the end of next week. They won’t be able to do it. If they do attempt to meet such deadlines, it is fairly certain that such a rushed response is likely to be poor or incomplete.
Similarly, where possible avoid scheduling work when your own staff are unavailable or at critical times of the year eg year end.
4. Issue RFP’s only to a select few vendors, who are expecting one
Most vendors would be fairly wary of receiving an unsolicited RFP. And without any other communication or contact they may well be unlikely to respond. If you are pre-qualifying vendors or they have made it on to your short list - let them know - phone them. As RFP’s can be substantial documents and take a fair amount of time to reply to, only send to your short listed vendors, who are expecting one.
5. If you have vendor’s or bidder’s meetings, allow a reasonable time to ask questions
Treat all potential vendors equally and fairly. Allocate sufficient time in the meeting for vendors to ask questions. Also be prepared to receive and answer questions for a reasonable time after the meeting. Not all vendors will wish to ask questions in front of others. If a question arises that affects all vendors, let all know of the question and answer, otherwise reply to each individually.
6. Don’t hold a fake RFP process
If you have already decided which software you are going to purchase – don’t issue RFP’s to the other short listed software vendors. Fake RFP processes waste everyone’s time and if the other vendors find out, it is unlikely they will respond. Plus it can back fire on you and your reputation.
7. Be open with the potential vendors
If you only have a budget of $50,000 for your new system, consider letting the vendors know this. It will save those vendors replying if their systems and implementation costs are a lot more than this (they know they’ll never get your business). And those that do reply are more likely to be the vendors you are more interested in, at a cost you can afford.
Similarly, vendors are always interested in how many others are competing in the RFP process. Whilst this may be confidential, it can be much more encouraging for vendors to know this figure. If a vendor is one of three, their chances are 33% and this may encourage them to continue with the process. Whereas if they are one of ten (a 10% chance), they may not bother to respond.
8. Be straight with potential vendors
If all you need at the time is some initial information – say so. Most vendors will be happy to talk, just for the chance to build a business relationship. And if what they have to offer is not suitable, they are likely to tell you and so save both parties time, effort and the need for a RFP.
Similarly, if you are simply looking for a price, say so.
Alternatively, if you are looking for an innovative solution, let the potential vendors know and they can build this into their responses.
9. Maintain good communications throughout the RFP process
Allow vendors to contact you to resolve any queries they may have with your RFP document. If vendors are allowed to contact other / specified staff, ensure they have the knowledge and authority to answer the query and make decisions.
Once you have received the vendor’s RFP response, keep the vendors posted as to their status within your RFP evaluation process.
10. Keep everyone informed
Keep all vendors informed – even at the end of the RFP process and you’ve made your decision. Undoubtedly, you will inform the winning vendor(s) first. But do also let the unsuccessful vendors know. Whilst they may be disappointed, it is better to receive bad news, than just to be hanging on not knowing.
For more RFP information visit: RFP / RFI sample / Most important points on RFP / Avoiding poor RFP responses / RFP / RFI evaluation / RFP scoring guidelines / Rating criteria for rfp
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