Fundamentals of Writing RFPs

A Request for Proposal is a procurement document that includes a scoring matrix. Requests for Proposals are used when criteria beyond cost are to be weighed and scored in making an award. They sometimes are intimidating to the inexperienced but serve an important purpose when used correctly. Usually RFP’s are used in procuring highly technical systems and commodities as well as services. An RFP requires that all parties involved are clear in how the award is to be made/scored and what the end user is looking for in a quality proposal.

• You will be able to describe when it's appropriate to do an RFP
• You will be able to identify key sections to be included in an RFP document
• You will be able to recognize how to avoid pitfalls
• You will be able to define terms to include to prevent problems
• You will be able to draft and know how to use a scoring Matrix
• You will be able to know how to get the responses you are looking for

When Is It Appropriate to Do a Request for Proposal (RFP)?

• When Is It Best to Do a Bid or Quote?
• Should a Request for Information (RFI) Be Issued First?
  • Developing an RFI

Developing the RFP Document

• Key Sections to Be Included
  • Mandatory Requirements
  • Preferred or Scored Technical Criteria
  • Vendor Submittals
  • Weighted Criteria
  • Method of Award
  • General Terms and Conditions
  • Procurement Schedule and Contacts
  • Pricing Pages

Developing the Scoring Matrix

• Must Be Drafted With the RFP Document
• What Criteria Can Be Scored?
• How to Structure the Scored Questions
• Are References Being Scored?
  • How to Develop a Reference Questionnaire Scoring Sheet

How to Avoid Pitfalls

• Getting the Vendor Response You Are Looking For
• Avoiding Scoring Problems
• Rejecting Proposals
• Debriefing Vendors
• Vendor Responsibility Review

Drafting a Contract with the Winner

• Terms to Include to Prevent Problems

RFPs got you down? Learn how to get the most from your request for proposal process with valuable tips from a seasoned veteran in the field.

Receive the benefit of training from an experienced procurement professional who has personally issued a wide variety of successful request for proposals (RFPs) over a 30-year career with the government and nonprofit sector. Be informed as to when an RFP is the proper procurement instrument to use, how to draft a successful RFP document, how to draft a scoring matrix that will assist in getting the best quality vendor, how to work with a department and/or scoring committee to make an appropriate award, how to draft a contract as a result of the RFP award, and how to avoid pitfalls in the RFP process.

This live webinar is designed for:

• Purchasing and procurement professionals
• Buyers
• Material Managers
• Contract Administrators
• Project Managers
• Controllers
• Accountants
• Bookkeepers

Kenneth M. Jones is a procurement specialist at SUNY Center for International Development. Kenneth has over 30 years of direct procurement experience. He has conducted regular seminars and workshops on public procurement. He is experienced in developing improved procurement practices. He is also a graduate of Schoharie Central School.