A stronger RFP starts before the document is drafted. Use these questions to bring the business, procurement, and decision-makers into the same conversation.
- What outcome are we buying? Describe the problem, the users, and what successful delivery would change. Separate the outcome from a preferred product or supplier.
- What is essential? Distinguish mandatory needs from preferences. Ask whether every mandatory requirement is necessary and capable of being assessed.
- Who owns the decision? Identify the budget owner, evaluators, technical advisers, approval authorities, and future contract owner.
- What does the market offer? Consider available solutions, typical commercial models, and whether market engagement would help refine the requirement. Apply your organization’s rules for fair access to information.
- How will we compare proposals? Draft the criteria, weights, and scoring guidance before launching the competition. Test whether they distinguish meaningful differences.
- What does the full cost include? Consider implementation, training, support, consumption, options, transition, and exit costs alongside the initial price.
- Can we deliver the procurement timeline? Allow time for approvals, supplier questions, evaluation, commercial discussions, and mobilization.
Try this in your next meeting:
Ask each stakeholder to write the one outcome that matters most. Resolve differences before turning them into requirements.
Deliverable to aim for: a short agreed requirements brief and sourcing plan.
General planning guidance; apply your organization’s requirements and obtain specialist advice where needed.
Discuss your needs ↗