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Pet RFPeeves
Since 1983 we have
issued more than 100 Requests for Proposal (RFP) and have received over
1,500 proposals in response to the RFP
(click here for help preparing
a RFP). We have talked with some of our
colleagues who also issue RFP's, to see what they have been experiencing.
We summarize our combined Pet Peeves here (ranked by the biggest complaint
first):
- 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?
- "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.
- 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.
- Acknowledge receipt.
Common courtesy says you should acknowledge receipt of the RFP, when we
ask for an acknowledgment.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 a
Request for Proposal.
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