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Enhancing Data and Presentation Skills for Engineers Project Bidding Procedures Writing the RFP EDASPE Training Courses – July 2004 Writing the RFP What Goes into an RFP The Document User Requirements Project Overview Define needs Project Description Major Problems Proposal Requirements Format Copies Technical Requirements Objectives Current Specs. Binding Sealed Data, nom. Budgetary Constraints Minimum standards Legal Requirements Process vendors follow Evaluation Process Dates Vendor info. Writing the RFP Define your OWN Needs The First and most vital step in the proposal is defining your need and requirements 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” 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 Writing the RFP Define your Needs Define your needs (needs assessment) 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. User Requirements Writing the RFP Define your Needs Prioritize 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 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 User Requirements Writing the RFP Project Overview 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) 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 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 Proposal Requirements 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- e-mail – 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 requirements 100 points Project management requirements 25 points Price 75 points Presentation and Demonstration 50 points TOTAL 300 points Legal Requirements Writing the RFP What Vendors should include Project management Brief Description of vendor’s management team for this project listing key personnel Project Schedule Implementation schedule for services including delivery dates, implementation milestones, task relationships, dependencies and time line System Design Including details , testing , final implementation Training & Services 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 Legal Requirements Writing the RFP What goes into an 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 Technical Requirements Training and on going service What Vendors should include Dates: Closing date and time, date of Notification