Digi-sign Request for Proposal Template Made Easy

Digi sign request for proposal template

hey there fellow marketers professor Walters here and today we're gonna talk about our requests for proposals basically what these are this is when a firm kind of announces hey we need help suppliers could you deliver something that can solve our problem and here's kind of a background so you know what we're gonna do okay that's the kind of overall idea of what one is and what I want to kind of go through today are the different parts of a request for a proposal so for example if a school system is looking to build a new school they'll put out a request for proposal saying hey builders and contractors out there we're looking to build a new high school that'll hold 2,000 students in a public school setting yeah they'll have this kind of idea and then companies will come with proposals for them that's why it's a request for proposal okay now when you make your request for proposal what you're going to do is you're gonna start out with a statement of purpose okay this really says what the firm is searching for in terms of general products General Services overall objectives or what they want to get done in this contract okay so it could be we're looking to build a Montessori Elementary School you know which is a non-traditional school okay we have an idea we're looking for so if a construction companies out there see know they want to build a school do we build schools do we build you know professional buildings we just build houses that can let them know right away if it's a project that they might be interested in because if all I do is build houses I seal you that they want to build a school that's not what we do okay but if there's one that does do industrial buildings and things like that we do build schools hey this could be interesting for us so that's why you start off with a nice little statement of purpose okay now the next thing you have is what we call background information okay this is where you're really going to talk about the company you're gonna talk about what you your dreams and wishes are what you kind of stand for your values these kind of things so suppliers have a better understanding of what your company will kind of want okay so if you're looking at a Montessori School for those who have not been to a Montessori School Montessori schools don't have desks there's not a teacher in front teaching students like a plus B plus C no students learn on their own so there's a lot of open space a lot of windows a lot of different nooks and crannies and stuff like that so it's not that traditional classroom that's just a square with okay and so companies would need to know that if they're gonna be say hey look here's our proposal for your Montessori School now in this background information you might be putting stuff about your SWOT analysis in there okay basically any relevant information that's gonna help them understand you know what your product is so if you're a university looking to put in a new computer system you might say we have 42,000 students and 10,000 faculty we will need you know installation we will need training we'll need maintenance for this and that was companies knows like oh they're gonna need maintenance yeah we just do installation we don't fix up later this isn't for us okay so you're kind of looking at that and that kind of leads into what we call the scope of work and this is what really lay out what is expected from the supplier okay what's exactly expected okay so for building that school what all does that entail well we want you to build the building we want you to outfit the rooms we want you to build the parking lot we want to make sure you we have a playground out there as well you're laying out all these different parts that need to get done and the thing is a lot of times what'll happen is with the scope of work you're using this when you're gonna deal with a lot of subcontractors because you want to make sure everything is laid out there don't just assume well yes if we're building a school obviously they're gonna put a parking lot in obviously they're gonna put in a playground they might not you want to make sure all that's there this is for the entire child experience when they're going to school from when their parents drop them off at the front or the bus drops them off to the bus picks them up so it's everything in between there okay so you might want to look at those things alright now the next step you have is what we call the outcome and performance standards so here we're looking at our outcome targets our minimum performance standards you know what does it need to do so that might be if we're looking at that computer system we need it to work at least 98 percent of the time the internet needs to function at you know 100 million gigabytes per second whatever you're really laying it out specifically what you're gonna be monitoring how we're gonna know if they're doing a good job or a bad job but also we're gonna talk about how Corrections will be dealt with if the system does not work at 98 percent of the time what is the ramifications for that and how are we going to judge those outcomes like when is it going to happen is it for those computer system is it a random Tuesday is it at 3 o'clock in the afternoon is it you know for an entire month overall how's that gonna be done so we can kind of have an idea of what we're gonna be looking at what we're gonna be judged against I mean it's kind of like when you're a student you want to know that syllabus because you want to know as they look what am I gonna be graded on well this is we're putting what the supplier is gonna be graded on okay now the next thing you're gonna have in your request for Proposal is the deliverables this is kind of like a checklist of all the stuff that's gonna be there okay so if it's that computer system right we're gonna we're gonna deliver 10,000 computers okay check there's ten thousand reviews ten thousand mouse pads check ten thousand mice mouse you know for the computers check you're listing all these things out there and because you want to make sure everything gets delivered so if you're building that school you're paying for every single electrical outlet you know it could be twenty bucks per outlet so you want to make sure every single one's there and if you see that look we only have 25 outlets and we pay for 30 where are those other five okay so you want to make sure that deliverables there so you can have it checked off your list okay next thing you're gonna look at is your terms and conditions so this might be the start date of the contract the length of the contract when the contract could be renewed because for some companies say look I want to be a supplier for you this time so I can be a supplier for the next time the time after that at the time after that the next part we're going to talk about payments incentives and penalties and I know I could talk a little bit about penalties before but this is where you really lay things out so here we're gonna tell them you know what is the payment press is gonna be are you gonna pay them all upfront or half upfront half at the end or is it only paid at the end do you set it up that hey who covers the the met mistakes and mess ups oh we were building this wall and it's not tall enough we got to rebuild it who's paying for that you kind of leave those things in there but it's not just about the penalties you're also looking at us how to reward them if they're doing a good job if they get it done sooner let's say we got this computer system and they finished a month early we can get it started do they get a bonus for that we kind of put those things in there and we kind of lay out what is inadequate or unacceptable performances we're gonna put that in there and what the different kind of penalties are so that that 98% what if it's only at 97% what's that penalty notice at 90% what if it's under 80% what are the different penalties that are going to go into that okay now next thing we're gonna look at you're gonna put in there is what we call contractual terms and conditions so these years standard contract forms so if we're building a school I want to make sure that you have to have a certified architect a certified engineer okay in all the plans because I don't want someone that just says I like to be in schools to build it and then it falls down no no I need the certification if we're looking at putting that school together we're gonna have a nurse well then we're gonna make sure that that there's a certified nurse practitioner that's in there okay so we're looking at these kind of things now the next part is now you've kind of gotten all this stuff out there like look here's what you need to know to get started so when you get your proposal ready now we put out their requirements for proposal presentation because you might have multiple suppliers coming back to you okay and they're gonna giving you different things and a thing is it's really difficult to Joe to judge an apple versus an orange it's really easy to judge an apple versus an apple right so what you're gonna do in these requirements for proposal presentations you're really gonna list out how the product will be presented to the firm what documents do we need what's gonna be included you know how much time they're going to present forward these kind of things to make it easier for you to compare like here are the five things we're really thinking about so let let's know about that so everyone focuses on those five things and that kind of leads into the next step and that is the evaluation and awards process here's where you really lay out the criteria for how the winner will be decided is it who can get it done first is it couldn't who can you know do it under budget or who can make the prettiest building whatever you're laying out that criteria so they're the companies know what that should be really shooting for okay it's not just oh yeah we'll just put something together well know if they want to know which one can be the most safest building well that's what we're gonna judge on not on the cheapest we need you know what we're gonna put some you know iron steel bar reinforced stuff in there okay so you kind of think about those and so you gonna put in those important factors you know how do you weigh each one of those things like that so people know all right then the next thing we're putting is what we call the process schedule so when things are going to happen so the exact dates for each part when you're you have to let them know if you're going to compete for this when is the proposal to when you'll make your decision all this kind of stuff that goes in there as well and then you finish off with all the pertinent contact information okay we need know is if I have questions about the curriculum at that school who do I talk to if I have questions about you know that the size of school who do I talk to if I have questions about you know restrictions in that towns Building Codes who do I talk to you put that contact information in there so the supplier knows they have questions who can I talk to to kind of clarify things so I don't mess up all right now requests for proposals are they fun no are they a part of life yes will be part of your job you hate probably okay but they're important because we want to get all these different proposals coming in so then we can kind of look at them and say hey okay what does this proposal have that I like what does this want to have that I like could we take some from each one and figure out what works because that's sometimes what you do is like I like both these proposals and you might come back and say look the your two finalists we like what you have can you do something else okay so it really does help you out and therefore helping you solve that problem that you've asked these suppliers to solve so I hope this helps you understand better what a request for proposal is if 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