RFP Timelines and Suggestions

There is no simple method to issuing procurement related documents. Documents like request for quote or proposals and there are many more. They are legally binding documents and many companies have had their forms challenged. Vendor A may misinterpret your intention and if the stakes are high enough and they are on the losing end of your bid they sometimes resort to legal avenues to have bids re-tendered or awarded to them as a result of an anomaly in your tender documents. When it comes to the timelines there are many. You have your RFP issue date, the vendor response date, the award date and the project completion date. Sometimes there is a payment schedule which will involve payment being made when certain aspects of the contract are completed. Often called progress payments. Some other tips to help improve your chances at success when issuing a RFQ or RFP:

1. Provide a clear scope. Nothing will be more challenging for the vendor if they cannot have complete confidence in their response to to your request. A vendor response will have built in costs if the scope of work is not clear. These costs are extra as they cannot ascertain exact labor and materials costs so they include a buffer.

2. Provide clear communication before, during and after award. As the purchasing point person or maybe there is a project manager appointed to the job it is your responsibility to ensure all communication is delivered to the bidder.

3. After the award complete an evaluation for your files. It might be a simple one page evaluation on a contractor or it might involve a more detailed vendor performance report. Usually the dollar amount will determine how much effort you place on this task. Purchasing is a very busy and challenging occupation. You need to be constantly changing gears and thoughts during each business day. If you enjoy multi-tasking then a career in purchasing might be well suited. From time to time we all need support and assistance to complete a project and having colleagues or access to resource material to accomplish this task will help you expedite the process.

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