Minding Your RFPs & Quotes

Minding Your RFPs & Quotes

LINGOs Meeting

Chris Willis, CEO, Media 1

Laura Levy, LINGOsApril 12, 2007

Agenda

Identify: The elements of an adequate RFP/Project Plan What to include in a winning proposal, resulting in a

sensible project plan The goal of each proposal element

• Writer• Receiver

Small Group Workshop: RFP scenarios

It’s all about expectations

Setting Expectations Clarify goals Detail approach List tangible deliverables

Meeting Expectations Make sure you are working from a common mental model Have a clear and detailed project plan

Satisfaction = Expectations Met or Exceeded

Your Ps & Qs

RFI - Request for Information “We need to learn more.” Usually leads to an RFP

RFQ - Request for Quote “We know what we want. How much will it cost?”

RFP - Request for Proposal “Tell us what we need, how you’ll go about doing it,

and how much it will cost.”

Project Plan – Selection of proposal elements, mutually negotiated and documented, used to guide the work effort

No matter what they ask for …

No matter what they don’t ask …

You need to craft aa complete work plan!

What’s that?

Remember … in your proposal response

Consider This: Elements of a News Report

Who?

What?

When?

Where?

Why?

How?

Elements of a Successful Proposal

Why? How? What? Who? When? Where? Plus … How Much? And … Whatever Else they ask for

= a Complete Project Plan!

Why – purpose of the response

Statement of Understanding Reiterate the stakeholder problem and purpose of the

project Identify the Target Audience – document who will be using

the solution

State the Learning Objectives – preliminary outline, if possible

Goals Show that you are paying attention – like active

listening Establish credibility Ensure you are truly on track

How – what you propose to do

Statement of Work (SOW) Approach - Detailed, itemized list of tasks;

technologies; innovations; functional narrative Contingencies - What you need from them Exclusions – Related items that are not included in

proposed solution

Goals Clearly document tasks to be performed Remind them of the value of working with a pro (you!) Prepare them for gathering the things you’ll need Clearly document what is not included (exclusions)

What – something to hold onto

Deliverables & Approach List tangible items to be

developed through the course of the project

Tie to tasks Bind scope

• Seat time?• Number of screens? Lessons?

Exercises?

Clearly call out technology, media, & ownership or use rights

Goals Clearly document what they will

get Cross-check tasks against

deliverables, budget

Budget

Deliverables

Tasks

Who – team: yours, mine, & ours

Resources (Work Team) Roles & responsibilities for your team; name if required Roles & responsibilities you require of their team

• Single point of contact – final decision maker• SMEs/Reviewers

Disclose any contractors (sometimes optional) Provide team bios (optional); resumes only if requested

Goals Help ensure they arrange the people you need Meet any RFP requirements Ensure you can meet project staffing requirements

When – deadlines

Schedule Tasks/deliverables

tied to due dates Gantt timeline (optional)

Goals Show how nimble you are, OR Get them to be real about delivery expectations Ensure you have staffing availability

Where – your place or mine?

Location Onsite placement or remote work team Meetings - in person or teleconference?

Goals Clarify your preferences Leave open, if negotiable

How Much – dollars and sense

Budget Detail costs

• by task/deliverable• by resource (optional)

Detail terms• how often to bill• Hours used or milestone• payment terms (Upon receipt, Net 15, 30, 45…)

Goals Tie budget directly to tasks/deliverables Set stage to negotiate your billing preferences

And…Whatever Else they ask for!

Optional Considerations References Methodology Case studies detailing related experience Awards Links to portfolio samples List of certifications Compliance to industry standards Marketing materials

Caveat If they tell you to leave it out, they mean it!

Order! Order!

Follow their lead Use their order of presentation, if specified in RFP/Q Use their section numbers, if appropriate

Use Appendices Great place to put in all your extra “stuff”

Create a Table of Contents

TryIt!

Review the sample RFQs. What questions would you need to ask in order to be able to provide a full response, including: Why – Statement of Understanding How – Statement of Work What – Deliverables Who – Resources When – Timeline Where – Location How Much – Budget Whatever Else!

Discussion: Q & A

Chris Willis

www.media1.us

616.935.1155

[email protected]