The RFP creation process can be fairly involved, but a federal RFP (request for proposal)? Slightly more so.
The public sector has a more rigorous process for procurement which requires a completely transparent bidding process. This is usually for security reasons, assisting in the prevention of fraud and corruption.
One way to do this to automate the RFP creation process in order to execute the perfect federal RFP, but also help in finding the right vendor for your needs.
Federal RFP creation and delivery
Utilizing RFP software for the creation and delivery of your RFP provides consistency and efficiency to your RFP. Some areas specific to federal RFPs that can be improved by RFP software are:
- Clarity in questions and responses
- Tracking of changes and approval processes
- Consistency in the format and generation of RFPs
- Efficiencies at all stages of the RFP
- Verifiable communication of information during the bidding process
- Quantitative evaluation of bids
Finally, one of the greatest time-saving benefits of RFP software comes when contract renewals come up every few years. Manually re-jigging existing RFP documents can take up a considerable amount of time. With an automated RFP platform like DirectRFP®, RFPs can be cloned instantly and updated quickly by an individual or team.
With a federal RFP or any RFO, you are trying to explain your needs for a particular product or service, and it’s a lot of money on the table. In the US, an average federal contract is worth $160,000. The way you construct your RFP will determine how quickly you find the correct vendor.
You want to ensure you include:
- Clear and direct questions that explain your needs
- Allow for easily comparable answers
- Any background information about your sector and requirements
- Provide scope of work and deliverables including timeframes and objectives
- Budget parameters
- Criteria for selection
An essential step in the process is connecting your RFP with businesses in your target industries and regions. Once you have found appropriate bidders, a clear method and communication channels must be established to ensure all pertinent information is captured.
Specified sections for a federal RFP
There are some specific requirements that a federal RFP may require which differs from your standard business request.
Inspection and Acceptance
The process by which the governing bodies officially accept deliverables and what to do if the work is not acceptable should be outlined in the RFP. Many government sectors have clear guidelines that vendors must adhere to. Ensure that your RFP outlines those requirements to any potential bidders, and validates the terms of acceptance within the RFP.
Deliveries or Performance
Define how the Government Contracting Officer will control the work performed. The RFP is the beginning of your relationship with the vendor, in some cases, the federal RFP is the start of a long, ongoing project. Both the agency and vendor need to be on the same page on how their process will work moving forward.
Following on from the previous item, how will the Government Contracting Officer and vendor interact and exchange information? These controls are in place to ensure both performance and prompt and timely action from both sides.
Special Contract Terms
Federal projects go through several levels of approval. Understand what those approval processes are and work them into your timeline to ensure that the vendor is aware of requirements. Policies or procedures may be required for managing changes to the original terms of the contract as well.
Create your federal RFP
Federal RFPs address different sectors of government, but can still become repetitive. Use software to take advantage of existing questions to build subsequent RFPs from a library of questions. Save more time as you run more RFPs.
The major benefits of software during the creation of RFPs include:
- Assistance in creating exact and measurable responses
- Complete transparency
- Uploading of existing RFPs including .csv, excel, word etc.
- Internal messaging and delegation to include stakeholders
- 60% reduction in overall completion time
Automated RFP software is a must-have tool to solicit the right responses, and help you find the right vendor for your federal RFP. Contact DirectRFP® today and start saving time and money in your RFP process.