Responding to an RFP!

RFP Process:
What is an RFP?
RFP aka Request For Proposal is a document that an enterprise sends to a vendor inviting the vendor to submit a bid for hardware, software (product), services or any combination of the three. An organization typically issues the RFP in order to assess competing bids.
Responding to an RFP is extremely critical within a given time frame. ( I will cover this in detail later).
Prior to Responding to an RFP, the sales engineer along with the sales team has to consider if it is something that they are going to pursue because it could win you business or end up wasting a lot of time. Also be careful when completing a response to an RFP because many of the responses will eventually become a part of the contract when awarded.

The following must be considered prior to responding to an RFP:
1. Involvement in the RFP design and construction
2. Product fit
3. Competition (includes internal)
4. Time frame
5. Budget and approval process
6. Partner / System Integrator involvement
7. Resource constraints
8. Executive pressure

All people involved in responding to an RFP must consider the possibility of an internal competition. This is something which is quite often over looked. Majority of the times, an RFP is released due to legal reasons but invariably the project would go to an internal competition ala presumption (they would expect to support their own business).
Also if the RFP has been released by a third party on behalf on a business unit, it is extremely essential that the Sales team including the sales engineer learn and figure out a way to work with the third party.

It is extremely essential to figure out the responsibilities of responding to an RFP within an organization. It would be wise to check with your manager. Having said that, I would like to add irrespective of your responsibility in responding to an RFP, make sure you are involved in the technical aspects along with the other resources when designing the solution. Why? Very simple. When it comes time to present this solution to the customer, you will be the one who would be called in, in all likelyhood.

As a Sales Engineer, you must realize that you will need to other involve personnel from various other departments such as marketing, product engineering or a subject matter expert (SME). Contact the necessary individuals and the explain the opportunity and timeline and emphasize that they are being asked to help on some aspects of the RFP response.

Some more Dos in a response to an RFP:

1. Make the responses as easy and painless as possible.
2. Present the answers in a clear legible form.
3. Provide a list of features and functions in a tabular or bulleted form.
4. Include diagrams why your product or service (solution) meets the specified requirements.
5. Include competitive advantages.
6. Do not refer to the competitor’s weakness directly. An indirect reference is alright.
7. Include a good executive summary that highlights your product’s or service’s value proposition.

Structure of an RFP Response:

Title of Solution
1. Customer requirements
2. Vendor solution
Hardware Services:
1. New equipment
2. Existing equipment
3. Installation services
Network Services:
1. Details
Software Services:
1. Quantity – Manufacturer, Product (Attach Third Party Software details if required.)
System Diagram
1. Insert diagram here
Network Diagram
1. Insert diagram here
Assumptions:
Statement of Work Exceptions:
1. Details as appropriate
Financials:
1. Hardware – List Details
2. Software – List Details
3. Maintenance – List Details
4. Network – List details
5. People – List details
6. Media and Supplies – List details
7. Transition – List details
8. Third Party Services – List details
9. Facility – List details
10. Training – List Details
11. Other – List details
Risks:
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I will be posting more information with regards to an RFP Response example.... Any comments or additions is invited as always :-)!!!