Avoid being eliminated Those charged with evaluating Request for Proposals (RFPs) face a diffi cult challenge that requires a major commitment of time. Some RFP evaluators tend to look for “indicators” of non-compliance so that they can eliminate a proposal to make their assessment task easier. “The art of proposal writing consists of providing a compelling solution that addresses all of the requirements specifi ed in the RFP, and avoiding the trash pile,” says Richard White, president of Fedmarket (www.fedmarket.com). “Don’t bid if you don’t think the evaluators will move you into the good pile quickly with a minimum of effort.” One of the things to be aware of, he points out, is that RFP evaluators begin their process by reading the executive summary and start the “You have got to be kidding” pile – the trash pile – for proposals that start with such language as: “Our fi rm is a world-class, best-ofbreed company that is eminently qualifi ed to serve your organization.” The objective should be to make the executive summary “hypnotic,” meaning that “you completely understand the solution they want and can convince them in two pages that you can provide it with minimal risk.” Most evaluators want to make the trash pile large and the “read completely” pile as small as possible. The evaluator typically will read just as much as necessary to put a proposal in one of the two piles. All RFP evaluators do not work this way, says White, “but busy, overworked or bored people tend to fi nd the easiest way to accomplish their objectives. Give them precisely what they asked for in the simplest, clearest and most compelling way.” | Light Duty perceive them,” he advises. “Don’t try to think for the customer. Give the customer everything asked for in the RFP, down to the minutest of detail.” In addition, White emphasizes the importance of “writing to each and every solicitation requirement, even if it appears to be meaningless on the surface. Evaluators love to eliminate proposals to save time and eff ort or, sometimes, to help their favorite organization,” and not addressing all of the specifi ed requirements can get a proposal put in the trash pile. He off ers these additional guidelines: • Write the proposal in a logical outline using topic and subtopic headings whenever possible. • Explain how your organization will meet each and every requirement in a clear, concise manner. Describe why your organization is unique, but only when you can be convincing and the uniqueness stands up to scrutiny. • Give evaluators the material they need to support a decision in your favor. • Illustrate as much as possible. • Use appendices for detailed material. • Use simple, easy–to-understand language. Avoid long-winded sentences. Use simple, declarative sentences. Keep paragraphs concise and short. • Avoid subjective adjectives that sound boastful. Be specifi c. Use phrases such as “10-year Tailor your organization’s qualifi cations and general information to match the specifi c requirements of the RFP. Photo courtesy of Ram Truck VehicleServicePros.com/10122353 26 FLEET MAINTENANCE ❚ JUNE 2016 ❚ VehicleServicePros.com
FleetMaintenance_June_2016
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