The Request for Proposal Process: Evaluation and Selection
Step #7 – Create a Supplier/Contractor Evaluation Plan
You need a detailed plan that will be used for evaluating and selecting the vendor. This plan should include the procedure to be followed, evaluation criteria and details about the decision makers.
Step #8 – Draft a Request for Proposal
A request for proposal contains information from the requirements specification document and the seller evaluation plan. To make a proper draft, you can download a free template of request for proposal from Bright Hub’s Media Gallery. Although the template is simple to use, still if needed here’s help on how to use it.
Step #9 – Invite Suggestions and Comments on the Draft
The draft that we prepared in the last step is not the final one. Before we make the final document, the draft must be distributed to all the concerned internal stakeholders to generate their comments and suggestions. If you generated a list of suppliers in step - 6, this list should also be attached with the draft.
Step #10 – Prepare the Final Document
After making adjustments to the request for proposal draft, to accommodate the suggestions received during the above step, you can prepare your final copy of the RFP.
Step #11 – Send Out the RFP
Once you have the final copy of the RFP document, you need to send it out to the suppliers using the preferred media. If you’re requesting proposals from suppliers on your list, you can send them the document as a hard copy or in an electronic form. And when requesting proposals publically, the RFP can be put up as an advertisement in some print media such as newspapers or trade journals.
Step #12 – Receive Proposals
When you receive proposals in response to your request, organize and file them to allow easy scanning during the evaluation.
Step #13 – Evaluate the Proposals
Finally, it’s time to evaluate all the received proposals and choose the winning supplier or contractor. For the evaluation you’ll have to follow the procedure outlined in the supplier evaluation plan that you had prepared earlier.
Step #14 – Award the Contract
Once you reach a unanimous decision on who is the most appropriate supplier or contractor, the contract can be awarded to the winner.
Step #15 – Prepare a Work Order Form
As can be seen on the process flow diagram of the RFP process, this is the last step where a work order form is prepared and sent out to the selected supplier or contractor. A work order form details out the exact requirements – including qualitative as well as quantitative requirements, list of deliverables and the detailed schedule. A work order form is an abridged version of the requirement specification document.