Step 1: Define the RFP process

It's time to set the ground rules

To get the ball rolling on your RFP, you need to set ground rules for how the end-to-end process will unfold. Not only will this ensure you evaluate all proposals in an objective and fair way, but it will also help everyone on the RFP team know what to expect from start to finish.

Here are a few questions that you will immediately want to address as a team:

How will the RFP document be shared with vendors?
How will you choose the vendors that will receive the RFP document?
Will vendors need to sign an NDA before receiving the RFP document?
In what format should vendors submit their proposals?
Is there flexibility to revisit the scope of the RFP as new needs arise?
What are the key dates or milestones of the RFP timeline?

The list of RFP process steps can go on and on. But agreeing on these rules of engagement before the RFP gets written—and certainly before it gets sent out—is critical for ensuring that everyone involved in the process is on the same page from the very start.This is as much about setting ground rules for your vendors as it is about setting ground rules for your team. Failing to set up a clear process early on could leave your RFP team vulnerable to unexpected surprises that can quickly extend the RFP timeline or drive unnecessary inefficiencies.

Pro Tip

Be sure to get budget buy-in and resource allocation from your RFP team’s primary decision-maker before getting too far along in the RFP process.

After all, there’s no point in seeing an RFP through if, in the end, there’s no budget or resources to see it through.