RFI RFP RFQ
Last Update 2008.03.04
2.0.0
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Objectives
• Learn how to use a RFI, RFP, and RFQ
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFI RFP RFQ
• What are all these things
– RFI
• Request for Information
– RFP
• Request for Proposal
– RFQ
• Request for Quote
• Let’s look at each of these in more detail
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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What is a RFI
• An RFI is used before an RFP to either
narrow the field of who will receive the
RFP or to learn about a vendor’s
technology or solutions in order to decide
what to solicit proposals for
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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What is a RFI
• After reviewing the information that comes
back in from the RFI a limited number of
these respondents will be selected to
receive the full RFP
• If the project involves both service and
equipment these may or may not be the
same providers
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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What is a RFP
• A RFP is a way to receive proposed
solutions to network problems in an
organized and consistent form
• The RFP is written specifically as to what
needs to be done, but very loosely in
terms of how the responding company will
accomplish the objectives
• In other words, state what you need done,
but let the respondent decide how to do it
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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What is a RFP
• It is up to you then to decide which
proposed solution is the best one
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Decide What You Want Done
• The first step is to decide what you want
someone else to do for you
• This should include what is to be done and
the timeline for getting it done
• No one can bid if you cannot clearly state
what is to be done
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Next Get Organized
• Once you know what you want done, the
next step is to get organized
– Assign internal staff to handle the process
• This staff should involve everyone with a stake in
the result
– Identify and contact potential bidders
– Set a project timeline
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Prepare the RFP
• The next step is to prepare the actual RFP
• It will be written based on the
requirements the organization identified in
the beginning and the information received
back from the RFI
• Next who will receive the RFP will be
decided
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Elements in the RFP
• An RFP does not follow a set format
• There are programs that will produce the
RFP for you based on the entries made
• Common elements in a RFP include
– Summary of the business the company is in
– The objects to be fulfilled by the bidder
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Elements in the RFP
– Background for the Project
• The project in brief
• Ground rules such as
– The price submitted is the final price with no rebids
allowed
– Bids turned in after the due date will not be accepted
– Bids will be kept confidential
– Bidders must only contact the designated contacts
– Technical experts will be required to attend meetings
– Proposals not meeting guidelines will not be accepted
• Timeline
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Elements in the RFP
– Description of the Current Network
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Diagram of the network
Applications being used
Site Information
Constraints
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Elements in the RFP
– Proposed Network
• Overview with expected design
• New applications or changes to existing
applications
• Business factors pushing this project
• Requirements
• Performance indicators
• Contract provisions
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Elements in the RFP
– Outline for Response
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Proposed network design
Alternate network designs
Reponses to general requirements
Costs
Implementation plan
– Attachments if needed
– Glossary so everyone is speaking the same
language
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Weighting Responses
• Assign weights to the required responses
based on whether they are nice to have or
fundamental requirements
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Template
• Let’s look at a sample RFP template from
Faulkner a research firm
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Template
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
18
RFP Template
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Template
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Distribution
• The RFP can be printed and mailed or an
electronic format may be used such as a
CD, web site, or email
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Evaluation
• Two to three weeks should be allowed for
the responses to come back
• Use the same team to evaluate all
responses
• First eliminate the responses that are late,
incomplete, or not in compliance with
some requirement for the responses
• Use a scoring system to evaluate
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Evaluation
• This process may suggest additional
questions or call for clarifications
• Bidders may be given an opportunity to
present in person
• This is so especially for large projects
• If presentations are made by the bidders,
ensure that they bring only three to five
staff with them; you do not want to be
overwhelmed
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Evaluation
• Try to get whoever will be dealing with you
on a day-to-day technical basis to come,
not just the salespeople
• Use a set format for the presentation so
that you control the situation
• If a winner cannot be selected, compile a
list of remaining issues for each remaining
bidder
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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RFP Evaluation
• After the selection is made notify the
winner and the losers
• Be gentle with the losers, you may need
them again
• The same vendors who supply RFP
preparation programs also have programs
to assist with the evaluation
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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What is a RFQ
• Unlike a RFP a RFQ is used when the
company knows what it wants
• All they need in this case is a confirmed
price
• The RFQ is used as a shopping device to
determine who has the best price or in
some cases the best value, even if the
price is higher
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Lab
• Let’s write a basic RFP
• We’ll use some problem you see at DeVry
as the thing to ask for help with
• So, what’s wrong with DeVry
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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Lab
• Overview
– Business DeVry is in
– Object to be fulfilled
• Background
– Project in Brief
– Ground Rules
• Current Status
• Proposed Status
– Technical Requirements
– Performance Indicators
• Outline for Response
• Glossary
– What terms must we define
Copyright 2000-2008 Kenneth M. Chipps Ph.D.
www.chipps.com
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