1 / 18

Minding Your RFPs & Quotes

Minding Your RFPs & Quotes. LINGOs Meeting Chris Willis, CEO, Media 1 Laura Levy, LINGOs April 12, 2007. Agenda. Identify: The elements of an adequate RFP/Project Plan What to include in a winning proposal, resulting in a sensible project plan The goal of each proposal element Writer

hayley-mercado
Download Presentation

Minding Your RFPs & Quotes

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Minding Your RFPs & Quotes LINGOs Meeting Chris Willis, CEO, Media 1 Laura Levy, LINGOs April 12, 2007

  2. Agenda • Identify: • The elements of an adequate RFP/Project Plan • What to include in a winning proposal, resulting in a sensible project plan • The goal of each proposal element • Writer • Receiver • Small Group Workshop: RFP scenarios

  3. It’s all about expectations • Setting Expectations • Clarify goals • Detail approach • List tangible deliverables • Meeting Expectations • Make sure you are working from a common mental model • Have a clear and detailed project plan Satisfaction = Expectations Met or Exceeded

  4. Your Ps & Qs • RFI - Request for Information • “We need to learn more.” • Usually leads to an RFP • RFQ - Request for Quote • “We know what we want. How much will it cost?” • RFP - Request for Proposal • “Tell us what we need, how you’ll go about doing it, and how much it will cost.” • Project Plan – Selection of proposal elements, mutually negotiated and documented, used to guide the work effort

  5. Remember… in your proposal response No matter what they ask for … No matter what they don’t ask … Youneed to craft aa complete work plan! What’s that?

  6. Consider This: Elements of a News Report • Who? • What? • When? • Where? • Why? • How?

  7. Elements of a Successful Proposal • Why? • How? • What? • Who? • When? • Where? • Plus … How Much? • And … Whatever Else they ask for = a Complete Project Plan!

  8. Why –purpose of the response • Statement of Understanding • Reiterate the stakeholder problem and purpose of the project • Identify the TargetAudience– document who will be using the solution • State the Learning Objectives – preliminary outline, if possible • Goals • Show that you are paying attention – like active listening • Establish credibility • Ensure you are truly on track

  9. How –what you propose to do • Statement of Work (SOW) • Approach - Detailed, itemized list of tasks; technologies; innovations; functional narrative • Contingencies - What you need from them • Exclusions – Related items that are not included in proposed solution • Goals • Clearly document tasks to be performed • Remind them of the value of working with a pro (you!) • Prepare them for gathering the things you’ll need • Clearly document what is not included (exclusions)

  10. What –something to hold onto • Deliverables & Approach • List tangible items to be developed through the course of the project • Tie to tasks • Bind scope • Seat time? • Number of screens? Lessons? Exercises? • Clearly call out technology, media, & ownership or use rights • Goals • Clearly document what they will get • Cross-check tasks against deliverables, budget

  11. Who –team: yours, mine, & ours • Resources (Work Team) • Roles & responsibilities for your team; name if required • Roles & responsibilities you require of their team • Single point of contact – final decision maker • SMEs/Reviewers • Disclose any contractors (sometimes optional) • Provide team bios (optional); resumes only if requested • Goals • Help ensure they arrange the people you need • Meet any RFP requirements • Ensure you can meet project staffing requirements

  12. When –deadlines • Schedule • Tasks/deliverables tied to due dates • Gantt timeline (optional) • Goals • Show how nimble you are, OR • Get them to be real about delivery expectations • Ensure you have staffing availability

  13. Where –your place or mine? • Location • Onsite placement or remote work team • Meetings - in person or teleconference? • Goals • Clarify your preferences • Leave open, if negotiable

  14. How Much – dollars and sense • Budget • Detail costs • by task/deliverable • by resource (optional) • Detail terms • how often to bill • Hours used or milestone • payment terms (Upon receipt, Net 15, 30, 45…) • Goals • Tie budget directly to tasks/deliverables • Set stage to negotiate your billing preferences

  15. And…Whatever Else they ask for! • Optional Considerations • References • Methodology • Case studies detailing related experience • Awards • Links to portfolio samples • List of certifications • Compliance to industry standards • Marketing materials • Caveat • If they tell you to leave it out, they mean it!

  16. Order! Order! • Follow their lead • Use their order of presentation, if specified in RFP/Q • Use their section numbers, if appropriate • Use Appendices • Great place to put in all your extra “stuff” • Create a Table of Contents

  17. TryIt! • Review the sample RFQs. What questions would you need to ask in order to be able to provide a full response, including: • Why – Statement of Understanding • How – Statement of Work • What – Deliverables • Who – Resources • When – Timeline • Where – Location • How Much – Budget • Whatever Else!

  18. Discussion: Q & A Chris Willis www.media1.us 616.935.1155 cfwillis@media1.us

More Related