Project Bidding Procedures Enhancing Data and Presentation Skills for Engineers EDASPE Writing the RFP Training Courses – July 2004

Writing the RFP What Goes into an RFP The Document User Requirements Technical Requirements Legal Requirements Process vendors follow Proposal Requirements Project Overview Define needs Current Specs. Project Description Major Problems Format Copies Binding Sealed Dates Evaluation Process Budgetary Constraints Minimum standards Objectives Data, nom. Vendor info.

Writing the RFP A young bride is making her first roast for dinner She cuts off both ends of the meat before cooking. Her husband thinks the meal is delicious, but asks, "Why did you cut off the ends- that’s the best part!” She answers, "That’s the way my mother always did it.” The next week, they go to the mother’s house, and she prepares her roast the same way. Convinced he is missing some vital information, the husband asks his new mother-in-law why she cuts off the ends of the meat. She replies, "Why, that’s the only way it will fit in the pan” Define your OWN Needs The First and most vital step in the proposal is defining your need and requirements User Requirements

Writing the RFP Define your OWN Needs When it comes to writing a Request for Proposal (RFP), many organizations make the same mistake as the bride.  Like the bride, these organizations may end up with a "solution" to someone else’s problem.  Instead of defining their own needs, they copy an RFP from another organization having different requirements or constraints. User Requirements

Needs assessment can be like a brainstorming session. Project manager divides users into teams by area. A series of small group meetings are then scheduled so each team can discuss what they’re looking. Don’t overlook the obvious Some key features you might assume would be included may not be available from every vendor. While surprises may be fun on your birthday, no one enjoys the surprise that occurs when users discover their new system cannot perform important functions. Writing the RFP Define your Needs Define your needs (needs assessment) User Requirements

Prioritize Watch your wording Choose small words and simple terms (e.g.. use vs. utilize). Your goal is to be clear, not to impress the vendor with you style or vocabulary After you have a list of needs, make a priority list by importance. Some features may be considered mandatory, while less critical items might be ranked as desirable. Others may be listed for information only Writing the RFP Define your Needs User Requirements

Writing the RFP Why RFP is issued Project Description (The purpose of this RFP is to solicit proposals for…) (The goal of the RFP is to identify and select a vendor. The Vendor will provide…) Major Problems Scope of Services (What will the consultants/ vendors/ companies be providing you with.., solutions bid documents) Project Overview User Requirements

Writing the RFP Problem Definition and Approach Describe the cause of the problem (problem may be very well defined sewage treatment center for a community of 50,000 people or as ambiguous as a traffic problem) What has occurred because of the problem Define the Project Approach (Top management support … team building..etc.) User Requirements

Writing the RFP Proposal Requirements Always consider what items will help you quickly and easily review proposal Proposal Requirements  Cover: identification numbers, dates or names … etc.  Color or B&W maps and photos  Binding (3-ring binders… plastic comb-binder..etc)  Number if copies - Number of pages  Index and appendices

Writing the RFP Content Specifications  Cover letter  Page numbers  Tabs  Table of content  Type size  Executive summary  Project understanding  Project approach  Scope of services  Organization of the team  Team members &resumes  Similar projects  Bar chart schedule  Fees and/or cash flow chart  Schedules  Work load chart  Index  References Proposal Requirements

Writing the RFP Technical Requirements Describe your objectives in detail Provided specific data, number of users, necessary interfaces, programs that will run Include flow charts of information flow Maintenance Training Specifications that will be used (local or international standards) Technical Requirements

Writing the RFP Technical Requirements (Maintenance) General maintenance requirements (24x7 cost) Service and maintenance facilities Post implementation training Response time to requests Upgrades Warranty periods Cost and detail of additional maintenance requirements Technical Requirements

Writing the RFP Process Vendors should Follow  Contact info for person(s) to whom questions be submitted  Instructions about questions (writing – telephone – personal- – conference  Final Date by which questions should be submitted  Directions regarding whether or not vendors should contact committee members Legal Requirements

Writing the RFP Evaluation Process Outline the general evaluation criteria Understanding the scope of work 25 points Administrative requirements 25 points Technical requirements100 points Project management requirements 25 points Price 75 points Presentation and Demonstration 50 points TOTAL300 points Legal Requirements

Writing the RFP What Vendors should include Legal Requirements Project management Project Schedule System Design Training & Services Brief Description of vendor’s management team for this project listing key personnel Implementation schedule for services including delivery dates, implementation milestones, task relationships, dependencies and time line Including details, testing, final implementation Detailed Description of all training required. Maintenance and assistance activities response time for problems (24/7) maintenance support provided Documentation and Requirements Detailed project documentation

Writing the RFP Project Overview Why RFP is issued (Define needs) Project Description Major Problems (The purpose of this RFP is to solicit proposals for…) (The goal of the RFP is to identify and select a vendor. The Vendor will provide…) Format Sealed – binding – financial bid separate - format –copies Process vendors should follow Outline Evaluation process Dates: Closing date and time, date of Notification What Vendors should include Training and on going service What goes into an RFP Technical Requirements