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GETTING TOP-NOTCH RESPONSES TO YOUR DIGITAL RFP

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WHAT IS AN RFP?

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REQUEST FOR PROPOSAL [RFP]

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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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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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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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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

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?

YES

NO

REVISE AND CLARIFY

YESARE YOU PREPARED TO ADMINISTER THE

RFP PROCESS AND RESPONSES?

STEP 1

NO

REVISE AND CLARIFY

YESCAN YOU DETAIL YOUR BACK-END ARCHITECTURE AND SYSTEM INTEGRATIONS?

STEP 2

NO

REVISE AND CLARIFY

YESARE YOU ABLE TO REVIEW, EDIT, AND CREATE NEW AND EXISTING CONTENT?

STEP 3

NO

REVISE AND CLARIFY

YESARE ALL THE KEY STAKEHOLDERS AWARE OF AND INVESTED IN THE PROJECT?

STEP 4

NO

REVISE AND CLARIFY

YESDO YOU HAVE A CONFIRMED BUDGET – OR BUDGET RANGE – DEFINED?

STEP 5

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