Writing a Request for Proposal (RFP) can be an onerous task. How much information do you provide? More information is good…it means you’ve put a lot of thought into your goals and desired outcome. Too little information and you may get a vague proposal with potentially scary additional fees later on to address the things you didn’t consider.
Let’s start at the beginning…
- Why? – Why are you considering a new solution? By this point you have done some research, made some preliminary evaluations allowing you to define what you are seeking. You will undoubtedly be getting phone calls and emails from potential RFP Vendors. You should have answers ready for these questions. This is not the time to be scrambling and throwing timelines off course so early in the game.
- Who? – Describe who you are and what you do. A long winded company history is not required here.
- What? – Describe the nature of your project. What is your statement of purpose?
- Where? – Describe the location of the project – is it existing or a new build? Would a site visit help clarify conditions etc. for potential bidders? Consider setting a date for this.
- When? – Note deadlines for submissions, notification of finalists, finalist interviews, Vendor selections as well as the proposed time frame for the project
How? – What kind of contract are you looking for? How will you evaluate and award the contract? Who should be contacted regarding this RFP?
At this point you should outline the scope of work for this project. Again the more detail you provide, the more accurate your fee proposal will be with less chance for additional fees required.
You want to be able to compare apples to apples.
- Note any existing conditions, zoning constraints
- Provide information regarding available base building plans, hardcopy or digital – this may reduce costs
- Address primary and secondary goals.
- Project budget
- Project area
- General scope
- Time frames. Is the project being phased?
- Creative/design requirements, sustainable design, custom features, existing furniture reuse
- Functional requirements
- Preferred working relationship
- Remember to include additional or supplementary documentation if that will increase clarity.
Finally…You may wish to know a bit about the Vendor. If you are in an open bid scenario, you may ask for the inclusion of some information about the Vendor like their background, a quick overview of their services, key personnel bios, their process, proposed project team and references.
What to know a little about the design process? Please click here: http://www.youtube.com/watch?v=v_WDZGgsl94
We hope you find this information useful. Preparing a RFP document outlining as much information as possible will help you get the most accurate fee proposal and get your project started on the right track. Our next blog will review design phases. Want more information? Please call us…we can help you.