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Incomplete proposals.
We give you a "turn around" document where we ask you to answer questions
that will help us determine whether you have a solution to our client's
needs. You ignore some questions. Does this mean you do not have that
item? You are not willing to provide that item? Or, do you think our
request is stupid, and is not worthy of your response?
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"Need more information." If you need
more information, call us and ask for it. This is your one and only chance
to bid, unless, of course, you make the short list. Every question
requires an answer. If you are going to call us with questions, please
have your questions ready. We like to think you reviewed the RFP, and are
unclear about some items.
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What's the budget? This is the
biggest insult we ever hear. You are on the vendor list because we
researched your company, and believe you have a solution for our client.
If we thought your prices were too high, we would not have asked you to
bid. When we hear this question, we think that you charge differently
depending upon the sales volume of the company, rather than the number of
users and our requirements. Very tacky.
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Acknowledge receipt. Common courtesy
says you should acknowledge receipt of the RFP, when we ask for an
acknowledgment.
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Giving the RFP to another company.
This is a major problem for us. We have no idea who the other company is,
and their capabilities. If you do want to include or send it to somebody
else, please contact us first. The information in proprietary, and we may
not want another company to be included.
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Cannot handle a part of the RFP. If
you cannot handle a part of the RFP, say so in your response. It does not
mean you will be disqualified. Rather we may match you with somebody else
for a total solution. Do not try to fake it.
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Modifications vs Vaporware. We
usually expect that there will be modifications to your software. If there
was a package that could satisfy our needs 100%, why would we need to
issue an RFP? We expect you to be intellectually honest when you respond
and tell us how major/minor the modification will be. Do not tell us about
vaporware - we will see through it. Do tell us your history of updates.
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Calling the client. The client asked
us to prepare and manage the RFP. They did so for a reason: either they do
not have time to handle the issues or they get too confused or the depend
on our expertise. They do not want to be bothered with calls and questions
until we determine who is on the short list.
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Short list. If you are one of the
vendors on the short list, act in a very professional manner when
arranging and when giving the demonstration. We will issue an agenda of
what we want to see covered - items in the RFP. Address those issues, and
show us how you plan to solve the issues, telling us where you need to
make modifications. IT IS NOT A SALES CALL! Bring whomever you need on
your technical staff, and make good use of your (and our) time. You will
not get a second chance.
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References, contract and credit check.
We will contact references, and would appreciate those contacts who are in
a similar business - both industry (or functions) and size. Be sure you
include a copy of a contract in your proposal, or at the demo. We may need
to have it reviewed by an attorney. We will do a credit check on your
company. We expect this to be a long-term venture, and it is critical that
you have staying power. If you think we are going to find some negative
items, please let us know. It does not mean you will be disqualified. It
is a business decision that we need to make.
Click here for help preparing or answering a RFP
