RFP Responses

My Process:

• Typically, when working with a company on an RFP Response, I’ll begin by parsing all questions/technical requirements into an Excel document with multiple tabs, as well as a tab for anything else we need, ex. SLA, MSA, references, cost proposal, etc.

• I then attend the vendor Q&A session to get clarification on anything that was not included in the RFP Request document, like user number, current systems, etc.

• What happens next depends on my relationship with the company and whether we plan on having a long-term contract.

  1. When I plan to work with a company on their RFP processes long-term, I like to get to know the product as well as the SMEs. To do that, I begin by reviewing any demo videos, product documentation, or old RFPs that the company has. If available, I love to get on a call with the sales team to get any other questions answered in the form of another demo. I then synthesize a searchable feature database that makes the RFP construction process significantly smoother. That way I can fill in the excel doc myself, flagging any features I need extra input on from other teams. This database grows with every RFP submitted, meaning I need less and less input from the internal teams as our contract progresses.

  2. If it’s a one-off RFP, I review any documentation available to fill in what I can in the Excel doc, or break it up and defer to individual teams to fill things in, depending on the level of involvement the company desires.

• Once all questions have been answered in the Excel doc, I synthesize them into straightforward, outcomes-based narrative responses.

• I add any other required elements as part of the RFP package and send it to the team for review no later than 1 week before the RFP submission date.

• All edits, including visual design, are completed no later than 24 hours before the submission deadline.