DOCUMENT

POL - Practice-What is RF 2016

  • YEAR CREATED: 2016
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document provides general guidelines for creating a Request for Proposal (RFP) and evaluating proposals. It explains that an RFP is a formal invitation from an organization to vendors to submit an offer to provide a solution to a problem or need. The document emphasizes that the evaluation process should prioritize the vendor's experience, qualifications, and solution over price. It also states that RFPs are commonly used for professional, technical, research, and consulting contracts, as well as for non-routine or complex services such as information technology. The document defines a proposal as a formal offer by a vendor to provide certain services. It highlights that a proposal serves three purposes: a sales presentation, a response to an RFP supported by credentials, and an offer to provide specified services. It explains that a winning proposal is the one that persuades the reader that it is the best proposal offered by the best organization for the job. Winning proposals are characterized by a firm's understanding of the needs and problems, a suitable plan to satisfy those needs, qualifications and resources to carry out the plan, and a reasonable price. The document also discusses the evaluation process, which involves appraising a proposal based on the requirements stated in the RFP. It emphasizes that proposals should not be directly compared with each other but rather with the stated requirements. The goal of the evaluation process is to identify proposals that offer solid solutions in direct response to the RFP. The document lists criteria that evaluators typically look for in a proposal, including clear evidence of understanding the requirements, a technically sound approach, and the ability to deliver expected results through qualified staff and capable management. Additionally, the document mentions a cost/technical tradeoff analysis in the evaluation process. It explains that the same proposal can be a winner in one process but not a serious finalist in another. It provides three different processes for evaluating proposals based on cost considerations, the best solution within budget, or a sound solution at a lower cost than the most expensive proposal. Overall, the document provides a comprehensive overview of the RFP process, proposal creation, evaluation criteria, and cost considerations.
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