How to Respond to a RFP for Technology Products and Services

A RFP (Request for Proposal) is a lengthy endeavor. You will spend a considerable amount of time preparing your response. If you are a small company, you will need to devote a lot of resources to this project. Consider the opportunity cost. Read on to learn more.

Difficulty: Challenging

Instructions

1. Read the limitations of the RFP closely. The submitter may exclude a company for a variety of reasons. This may include low insurance coverage, subcontracted labor and geography. If you can’t overcome any of these, move on.

2. Determine if the request fits within your product and service offering. Do you have the resources to pursue the opportunity and can you meet the RFP deadline as well as the project deadline.

3. Assign a document owner to be responsible for the completion of your response. This person will require a team to prepare an answer. Approach this as you would any other project. Select the lead, select a team, distribute the work and stick to your deadline.

4. Responding to an RFP will not be anyone’s priority. Establish conference calls for updates. Request to see progress. You will need to be an editor.

5. Your response will be dictated by what’s requested in the RFP. However, they typically follow a standard format. Your response should include a cover letter, company overview, product overview and benefits of your product and working with your company.

6. Since this is a RFP for a technology product, address the functionality requirements. If there are deficiencies in your product or specifications not met by your product, highlight how you will overcome this, a work around solution or how your product exceeds the RFP specifications in other areas. If there are several technical components to the RFP, address them individually. For example, if this is for a set up of 100 workstations including hardware and software, address each component of the hardware (PC, printer) and software solution (applications, VPN's).

7. There are typically two products in a technology solution, hardware and software and services. Once you’ve addressed the hardware and software needs (product), address the services. Services can include installation, testing, day two support, ongoing support, documentation and training. Usually the RFP will be specific in its need. You should also address these items separately.

8. Lastly, address pricing. Segment the price by product, services and incidentals like travel and freight.

[BlueOx]

on 11/23/2008 5 Star Rating. You did a great job with this.