The Request for Proposal (RFP) is typically serves as your initial formal interaction with the client, presenting a crucial opportunity to make a positive impression and demonstrate your company’s operational excellence. Once you secure the project it is essential to continue caring about the RFP. A thoughtful review can offer valuable insights that help set your project up for success. Here’s why and how you should revisit the RFP.
Understanding Your Client:
As you review the RFP take note of the overall organization of the document. Is it well-written and organized? A well-structured RFP can indicate an organized client with a clear understanding of their needs. Conversely, a poorly written and disorganized document may suggest a client unfamiliar with construction processes or an organization with internal disarray and a lack of clarity on their project. In the latter case, be prepared to bring organizational clarity to the project and invest time resolving inconsistencies to ensure alignment with the client’s requirements.
Some clients present onerous proposals, signaling potential challenges during the project. Identifying such instances allows you to plan your staffing accordingly, ensuring you can meet the unique demands of these clients. Clear communication and meticulous planning become essential to navigate through complexities and deliver what the client truly needs.
Decoding Project Details:
The RFP can provide a lot of details and information about the project that can help you get started:
- Schedule dates and requirements
- Basic site and building information
- Detailed design and specifications
- Budget goals
- Other critical requirements
- Scope of work
- Contract requirements or at least proposed contract type
This information gives you a critical starting point to understand the project. Pay close attention to any sections high-lighted as more important. These insights can help you build a solid agenda for the kick-off meeting.
Review Your Company’s Response:
The RFP response typically involves addressing specific questions about your operations. Boilerplate language might be the starting point for responses, but is often updated and tailored to address specific topics of the RFP making commitments on your behalf. Reviewing these commitments is vital, as they form the basis for your company’s role in the project. Key elements in your response might include:
- Preliminary schedule
- Estimate & potential cost saving ideas
- List of project risks and opportunities
- General Conditions budget
- Staffing plan
- Organization chart
- Preliminary logistics
Understanding and delivering on these commitments is critical to the long term success of your relationship with this client.
Feedback Matters:
Just as feedback is sought when projects are lost, it is equally important when you secure a project. Understanding what worked well in your response allows you to replicate success on future proposals. Request feedback and leverage it to continuously improve your approach.
In Summary
Take the time to thoroughly review the RFP and your company’s response. This proactive approach accelerates your learning curve, offering valuable insights and information gained from the RFP process. By maintaining focus on these details, you position your team for success and build upon a continuous improvement mindset.
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