Rev up Your RFP

Whether your organization is seeking an agency of record or a partner for a particular project, a request for proposal (RFP) is an extremely valuable tool to ensure that a potential partner will deliver the solutions that you need.
The best RFPs net the best proposals. Here’s how to focus your RFP:

1. Be specific. State exactly what you’re looking for, whether it’s help with a project, a campaign or the full services of an agency.
2. Identify your needs versus wants. Determine what is an absolute requirement and what are optional items you’d like to see brought to the table.
3. Define your parameters and expectations for the proposal. Keep your RFP organized, and request responses be organized in a similar manner. Clearly state how you will evaluate and award selection.
4. Identify required experience. To avoid respondents unfamiliar with the laws and nuances of health care communications, ask about the agency’s experience and the background of key employees.
5. Avoid market conflicts. Be sure to find out if the agency is working with any other organization in your service area.
6. Be careful not to reveal confidential information. Consider preparing a confidentiality statement for the potential agency to sign before the RFP is provided. Another option is to issue the RFP without confidential information, identify a few respondents and then provide the confidentiality statement before sharing more information.
7. If you have a budget, include it. Also, don’t be afraid to ask for the agency’s fee structure or estimates for certain projects. This will help prevent surprises after you’ve selected a partner.
8. Provide a timeline. Include a deadline for proposal submission, with a date and time, and stick to it. If an agency is unable to meet your first deadline, it should not be considered as a potential partner. Also include dates for in-person presentations and follow-ups, as well as when the final decision will be made and contract awarded.
9. Clearly state your intent in regard to the length of the relationship. State when you expect the contract to begin and end and if there are optional extensions. It is also helpful to get a sample contract from the potential agency to get its perspective on the contract details.

Got a tip you’d like to share? E-mail Lori A. Bruss, MEd, CHES, executive vice president, or call (866) 549-6848.