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Minding Your RFPs & Quotes
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  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