Request for Proposals and Quotes
This paper describes the structure and functions of “Requests for Proposals” used in the business world.
This paper details the purpose and format in which “Requests for Proposals” should be done and explains how Request for Proposals and Request for Quotes are vital parts of the business world and the information technology lexicon. When writing a Request for Proposal and/or a Request for Quote, the author notes, it is important to have clarity and structure. This paper gives a description of what the RFP/RFQ should say and how it should say it. It gives the business rules and laws that the RFP must go by. The author feels that as a general rule, a well-written request for proposal or quote will produce better responses and on both sides it is important to be organized and thorough.
“Oftentimes, both Requests for Proposals (RFP’s) and Request for Quotes (RFQ’s) become lengthy documents as organizations like to be as thorough as possible in order to insure that the vendor is legitimate and will resultantly supply an accurate price quote. The first thing one should keep in mind when drafting an RFP/RFQ is that it should be objective and read plainly. An RFP/RFQ needs to clearly state what it is looking for in response, and likewise provide details on how the response will be evaluated. Keeping this in mind, an RFP/RFQ should highlight what is the most important factor it is looking for (this can be a variety of things including but not limited to innovation, cost-effectiveness, and responsiveness). By giving one’s audience a better idea of what one is looking for in the proposal, one will bring in more responsive material. For example, if one is looking for someone for an organization with special, high-end services than the request for proposal should not shy away from asking about specific experiences or capabilities.”