The majority of your colleagues are likely cognizant of the phrase RFP and what it represents. They may not recognize how it is employed by purchasing individuals, nonetheless they should understand it is a standard procurement document transmitted to solicit responses from different businesses or providers.
The RFP document is a Request for Proposal form and a business would likely choose to deliver this to three or more vendors or suppliers. When issued, it is anticipated the sellers or providers you opt to choose or include tend to be qualified to generate a preferred response to the Buyer’s requirements.
A qualified supplier is typically:
1. A supplier you have carried out business with previously 2. One you recently pre-qualified using a formal procedure 3. They come recommended from other colleagues or 4. Have included client references an individual can easily verify
Always narrow your supplier list down to supplier’s you know will provide a quality product or service. It is not thought to be a best practice to publish requests to suppliers which could supply a sub-standard service or poor quality product.
Much is on the line when deciding on a selection and product quality or best price is no longer the sole deciding consideration while determining whom to award your business to. Many companies will review your safety records, insurance coverage, environmental guidelines, delivery history, payment terms and so much more so purchasing solely on unit cost no longer is regarded the one determining factor.
Returning to preparing the RFP - a request for proposal enables ones certified suppliers to prepare a submission or a “proposal” that they believe is appropriate based on the particular SOW (Scope of Work) specification that you've clearly identified in your proposal. Most of the time, the seller might be more qualified and will submit an improved recommendation or solution than one developed in house by colleagues. They generally possess the engineering or know-how to back up the product therefore it is essential to take into account their recommendations. You should understand that a RFP - Request for Proposal is not a RFQ or Request for Quote. A RFQ is crafted if the Purchaser understands precisely what is required. The RFP enables the Supplier to assess your circumstances and put forward a tailor made solution.
When writing a RFP, it needs to include different sections and they will all differ in total length as well as complexity. Some organization will incorporate a section on general conditions along with a section on special conditions. Typically, these circumstances relate to higher value needs or items.
To help expedite writing your RFP you might wish to use terms or pieces from past work, always review your document, invite a co-worker or third party to complete a peer review and before you issue consider having your legal representatives look it over if the risk warrants the additional cost.