Email)">
Email)">
What can help a local government or utility obtain the consulting assistance it wants and needs, while also ensuring it casts a wide net to include more vendors? We have seen the “good, the bad, and the ugly” in public sector RFPs and have some tips to help you get the assistance you need in the most efficient and effective manner.
Be descriptive about the problem you need to have solved, but not prescriptive on the methodology.
Consultants work with clients in many regions and states and have a good sense of what works to achieve specific goals. In describing how the work is to be done, think “less is more.” In the RFP, describe the issue that is being addressed, describe desired project outcomes and expectations, but let respondents identify the best methods to get you there successfully. Consider allowing vendors to propose optional activities that might enhance what you have already outlined and present some ideas you may not have even thought about.
Review RFPs for outdated language or requirements.
RFPs often include requests for information that will not be used, such as the fax number or physical address of client references. (When was the last time you used a fax machine? Or checked references in person by visiting their physical address?) If you won’t use the information, please don’t ask your responders to spend time searching for it. Consider what can be done to expedite responses and minimize your review time by focusing on information that is truly valuable and useful.
Balance requirements with formatting constraints.
We agree that responses should not be the size of War and Peace. However, many RFPs request numerous items – including information about the firm, references, resumes for all team members, methodology, pricing, incorporation papers, and a list of all stockholders – and then limit the response format to 10 pages with one-inch margins and 12-point font. The most minimal professional resumes are typically half a page to one page each; a consulting team of five people would already take up several pages. The approach or methodology could take 5-10 pages alone, depending on the level of detail, requirements to outline milestones and deliverables, etc. A reasonable response length should be no less than 25 pages for most RFPs, and even less if resumes are allowed to be provided outside the limits as an appendix.
Peer review your RFP.
People are busy, and many organizations don’t have centralized procurement staff dedicated to writing RFPs. For this reason, they can be a mash-up of prior RFPs and may have multiple contributing authors. We understand that. However, to get the best response from your proposers, consider having a new reviewer review the RFP as if they were a responding consultant prior to issuing it, to identify any inconsistencies or redundancies. RFPs often ask the respondent to provide duplicate information in different sections, have requirements that don’t apply to this project, and the like. A fresh set of eyes can catch those things, reducing the number of questions and the need for RFP addenda later on.
Allow for electronic submission.
It is not uncommon to see RFPs requesting hard copy, physical delivery submission of proposals, with some even requiring physical media such as thumb/flash drives. This can reduce the time available for respondents to prepare the information and might unintentionally exclude smaller, more cost-sensitive vendors from participating due to shipping costs. Participating in an online purchasing portal or allowing direct email submissions to City staff saves everyone time, money, and reduces carbon emissions.
We hope these tips are helpful and bring a fresh perspective to your RFP creation process. If you have any questions, reach out to Rebekka Hosken or Jan Perkins.
