getting top-notch responses to your digital rfp
TRANSCRIPT
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#NERDERYWEBINAR
NERDERY WEBINAR
GETTING TOP-NOTCH RESPONSES TO YOUR DIGITAL RFP
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#NERDERYWEBINAR
WHAT IS AN RFP?
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REQUEST FOR PROPOSAL [RFP]
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#NERDERYWEBINAR
RFPS BY THE NUMBERS
HOURS PER WRITTEN RESPONSE LONGEST RESPONSE
85 PAGESINVESTMENT PER RESPONSE
AVG. CLOSE RATE
<5%
ANNUAL RESPONSE RATE
1150150 OUT OF
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#NERDERYWEBINAR
DEATH BY ACRONYM
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COMMON TERMS
REQUEST FOR INFORMATION
RFIREQUEST FOR
QUALIFICATIONS (AND QUOTATIONS)
RFQ(Q)REQUEST FOR PROPOSAL
FORMAL (SEALED, STRICT Q&A) INFORMAL (OPEN, CLIENT CONTACT)
RFP
INVITATIONS FOR/TO BID
IF/TB BEST AND
FINAL OFFER
BAFORFBREQUEST FOR BID
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#NERDERYWEBINAR
WHEN TO USE AN RFP
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DIGITAL RFP LIFECYCLE
Identify a Business Need
Consensus on the Need (Features and
Requirements)
Document the technology request
in relation to business goals
Write and submit a Request for
Proposal
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Review and Rate RFP
Responses
Award the Project
Kickoff and Discovery
with Vendor
Begin Development
Scope of Work
Q&A and Vendor
Interviews
DIGITAL RFP LIFECYCLE
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#NERDERYWEBINAR
SIGNS OF A FAILED RFP
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RED FLAGS
WIDE PRICE RANGES
WIDE VARIETY OF TECHNICAL SOLUTIONS
LOW PARTICIPATION
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RED FLAGS
AMBIGUOUS RESPONSES
POST RFP: INABILITY TO REACH CONSENSUS
MAJOR GAPS OR QUESTIONS UNCOVERED
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PARTS OF A TYPICAL RFP
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RFP INTRODUCTION Organization Background (1 page or less)
Problems vs. Solutions
Project Background (context on problem)
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RFP SCHEDULE AND DEADLINES¼ Schedule ¼ Q&A Deadline ¼ Submission Deadline and Format ¼ Internal Review Dates ¼ Presentation Dates ¼ Desired Project Timeline ¼ **Key deadline drivers
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RFP SELECTION CRITERION
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EXAMPLE SELECTION CRITERIA
1. Experience and qualifications 35%
2. Proposed process 25%
3. Work plan 10%
4. Budget 30%TIME
FEATURESCOST
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VENDOR QUALIFICATIONS
StaffReferences Experience Case Studies
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TECHNOLOGICAL CONSTRAINTS
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AUDIENCES, USES CASES, &WORKFLOWS
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INTEGRATIONS & 3RD PARTY SERVICES
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FEATURES & FUNCTIONALITY
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FEATURE DESCRIPTION
YesNo
¼ Share text content to Facebook
¼ Twitter ticker along the sidebar
¼ RSS feeds for news updates
¼ Embedded video using Vimeo
¼ Social Media Integration
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REQUIRED DELIVERABLE
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ASSUMPTIONS
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PROMOTING BETTER RESPONSES
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KEYS TO RFP ACCURACY
DISCLOSE A BUDGET RANGE
SPECIFIC TECH OR HOSTING
REQUIREMENTS
PRIORITIZE REQUIREMENTS
(CRITICAL, NEEDS, WANTS)
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DON’T EXPECT SPEC WORK
DOWNPLAY INDUSTRY SPECIFIC
EXPERIENCE
DISCLOSE IF THERE IS AN INCUMBENT
GETTING BETTER RESPONSES
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REDUCING PROJECT RISK
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AVOID EMPTY DESCRIPTIONS
Visually Pleasing
Easy to Navigate
UNIQUE AND FORWARD-THINKING Safe and Secure
Quick to Load and operate
EASY TO TRANSFORM BACKGROUNDInnovative Web Design
AND Etc...
Convey a sense of place
Comprehensive interface
EDGY CONTENT
Reaching Target Demographics (without providing this data)
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WHEN NOT TO USE AN RFP
¼ Estimating cost for a project that has not been defined and requires discovery
¼ Estimating cost for a project that has unknown technical requirements and third-party integrations
¼ Scoping and defining a project
¼ Setting a project budget
¼ Time sensitive projects
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THE RFP PRE-FLIGHT CHECKLIST
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YES
NO
WOULD YOU LIKE SOMEONE TO TAKE THAT ON?
DO YOU FULLY UNDERSTAND YOUR PROJECT GOALS, CONSTRAINTS AND
FUNCTIONAL REQUIREMENTS?
SHOULD I USE AN RFP?
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YES
NO
REVISE AND CLARIFY
YESARE YOU PREPARED TO ADMINISTER THE
RFP PROCESS AND RESPONSES?
STEP 1
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NO
REVISE AND CLARIFY
YESCAN YOU DETAIL YOUR BACK-END ARCHITECTURE AND SYSTEM INTEGRATIONS?
STEP 2
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NO
REVISE AND CLARIFY
YESARE YOU ABLE TO REVIEW, EDIT, AND CREATE NEW AND EXISTING CONTENT?
STEP 3
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NO
REVISE AND CLARIFY
YESARE ALL THE KEY STAKEHOLDERS AWARE OF AND INVESTED IN THE PROJECT?
STEP 4
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NO
REVISE AND CLARIFY
YESDO YOU HAVE A CONFIRMED BUDGET – OR BUDGET RANGE – DEFINED?
STEP 5
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GREAT YOU’RE READY TO WRITE YOUR RFP!
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WHAT YOU CAN DO NOW
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USE US TO ASK QUESTIONS AND
ESTIMATE A BALLPARK COST
PAY FOR CONSULTING GATHER
REQUIREMENTS
USE US TO DEVELOP THE RFP ASSETS
BE PREPARED