The Importance of a Good RFP

Posted by David Grant on December 20, 2009

When you are starting up a new project and are looking for companies to handle the fulfillment, you need to make sure you have everything ready to go. You should detail everything the job requires so that your contractors can submit a relevant and organized bid. This will make sure you get a clear bit that won’t result in hidden costs and missed deadlines.

An RFP, or request for proposal, is the way many companies sync up all the different facets of a project keep everything on schedule. The only way to make sure this happens, though, is to put as much detail in the RFP as possible.

The first thing you need to do is organize the details of your particular job. The more information you can give your prospective contractors, the more information they can provide to you in their bid. In your RFP, or request for proposal, you need to make sure that you include your own contact information. While this may seem obvious, many companies have been left wondering what went wrong because they left that crucial piece of information out. Your contractors can’t submit a bid if they don’t know where to send it.

The next step is to specify the method for submitting the bid. This is sometimes used as a way to filter out applicants that can’t follow simple directions. Then, you have to give a detailed explanation about what the contractor will be expected to do. They need all this information to tailor their bids to your needs. The RFP should also include a definite timeline so the company will know how fast they have to accomplish the work.

When you are looking to have a job fulfilled, you can also request specific information about each bidding company. This will help you screen out some companies if they don’t have the proper professional or trade licenses. You can also use an RFP to request the history and background information about the company in question.

Before making a final decision you should have each bidder submit some references, and you should be prepared to check them all out. A company’s history of work with other companies or agencies can tell you a lot about their strengths and weaknesses.

Many companies skimp on the details of their request for proposal and then are left wondering why they are getting such shoddy bids. It’s hard for contractors to try to guess exactly what it is that you want. The more on the ball you are with your RFP, the better they can determine the proposed cost and timeline for your project.

When it comes down to it, the best thing you can do to ensure that you project is completed on time and on budget is to lead off with a detailed, well thought out RFP.

Many contractors want the chance to submit an RFP to the government and increase their business. Search the web for information on writing a request for proposal and increase your chances of being chosen.