Managing a Request for Proposal project is scary. It can involve 200+ hours of work, 150+ steps, and 10-40 stakeholders. It’s confusing. There are countless approvals and stakeholders to sell on the idea. It requires filling out long templates with legal language and jargon that you’ve never heard of before. It means you have to research vendors, goods, and services that you may not be familiar with. And on top of all that, you also need to do your normal job!
Don’t go at it alone. Get help. Use an RFP-writing tool. It’s like having a consultant manage the process for you, but at a fraction of the cost. It can deal with all the tedious details, follow-ups, and stakeholders for you. Here are 6 common scenarios where it can help.
(1) Scope of Work
Problem: Writing a good scope of work can require expertise not only in the type of good or service you’re buying, but also in how to write a Scope of Work. If you’re not an expert in procurement, it won’t come naturally to you. You may not remember that training you did a year ago, or just don’t have time to read a bulky and poorly written instructions manual for your organization.
Solution: Govlist is like having your own expert walk you through it. We give you a refresher on how to write a great scope before you start and make content recommendations, and show you similar projects along the way. Writing a great scope isn’t rocket science, having a little help can be a game changer.
(2) Pricing Tables
Problem: If you’ve never bought something before, you probably don’t know how to price it. Even if you think you do, or if you bought it a long time ago, your understanding of pricing structures can be outdated or dead wrong. Vendors are constantly frustrated by having to fill out pricing tables that don’t make any sense. They get asked for information that doesn’t matter, and there’s no way to fit their pricing model into the table that you created. But on the other hand, not creating tables and leaving it up to the vendor is just as bad. You get back a mishmash of different pricing structure and it quickly becomes impossible to make apples-to-apple comparisons.
Solution: You need help creating the table. Govlist draws on deep volumes of pricing data and experience to give you the optimal pricing structure. We help you format the tables using best practices, and insert them into your document for you.
(3) Filling out templates correctly
Problem: Templates are usually built by legal and procurement teams, and they include a LOT of jargon, confusing language, and detail. They usually don’t have great instructions, and require a high degree of focus on tedious details to fill out correctly. Making a mistake will usually result in more work later in the process, or, even worse, a legal challenge that could bring into question to entire procurement.
Solution: Automate it. Govlist works behind the scenes filling out the template correctly, so you don’t have to. We pre-fill the template for you in advance taking care of all the redundant and predictable stuff. We make it simple for you by only asking for the pieces that matter.
(4) Breaking it down into manageable pieces
Problem: the process can just be overwhelming. There are a lot of moving pieces, details, and parallel processes running. It’s easy to feel engulfed in a deluge of tedious information. A typical RFP process can have 150+ steps and 200+ hours of work.
Solution: Govlist breaks the process down into bite-sized pieces, and guides you through completing each step. You don’t have to worry about all the moving pieces, because we handle that for you.
Problem: RFPs are rarely written by one person, from scratch, on their own. It’s not a linear process, it’s collaborative. Collaborating in Microsoft Word and email is a terrible experience. We live in the 21st century, and so should your collaboration tools.
Solution: Govlist let’s you keep one version of the document online, where as many stakeholders as you want can collaborate in real time. You can manage who has access to your RFP, and restrict privileges. You’ll never have to deal with tracking versions, revisions, and edits from multiple stakeholders in text files again.
(6) Project management / approvals
Problem: Stakeholder need to weigh in on the scope of work, the rest of the document, the advertising process, Q&A, vendor evaluations, and the award. It’s a lot of steps. With all those layers of approval and red tape, it’s easy to drop the ball. When a stakeholder loses track of the project, leaves on vacation, gets sick, or has a new child, it can derail the entire process.
Solution: Never drop the ball on a follow-up with automated emails and notifications. Govlist will nudge the project along, keeping all those stakeholders in the loop, and giving them the transparency and accountability needed to push the project through.
In summary, RFP-writing is hard. It’s a challenging process that isn’t for the faint of heart. But it doesn’t have to be. You don’t have to struggle with managing all the details, steps, and stakeholders. Get the help you need, at a price that won’t break the bank, by using an RFP-writing tool like Govlist.