Summary
Agencies and organizations spend an enormous amount of time putting together RFP documents that can scare away agencies, especially small ones. If we want to increase talent for civic projects, we need to commit to crafting more inclusive and effective RFPs and procurement processes. Bellweather Chief Strategy Officer Emily Lessard will share lessons learned from working both within and outside government agencies. Her knowledge spans responding to 143 RFPs and reading countless others. She will share ten lessons for writing more engaging and equitable RFPs, along with a link to download a sample file to get you started.
Key Insights
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RFP processes begin with an engaging and clear request from government agencies that invites diverse participation.
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Establishing a partnership with procurement officers is key to improving the RFP process.
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Limiting RFPs to a maximum of 15 pages enhances efficiency and encourages more responses from agencies.
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Clear and concise first pages in RFPs should contain all critical details to help bidders submit on time.
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Avoiding spec work and digital-only submissions supports equitable practices for all bidding agencies.
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Highlighting WMBE (Women and Minority Business Enterprises) firms can diversify the pool of proposer submissions.
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Creating a positive user experience on procurement portals is crucial for potential bidders to navigate submissions.
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Encouraging ongoing engagements rather than single projects can streamline procurement processes and build stronger partnerships.
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Operational efficiency in RFPs supports equity by leveling the playing field for smaller firms against larger competitors.
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Transparency regarding budgets and timelines in RFPs saves time and fosters mutual respect between agencies and bidders.
Notable Quotes
"Everything you see on screen started with an RFP if you can believe it."
"I humbly put forth this recommendation for us all to adhere to page limits."
"Let us all pinky swear in Zoom that our RFPs will only max out at 15 pages."
"No spec work is simply disrespectful for all of us running small businesses."
"It's about to be 2022; everyone knows how to read a PDF."
"Your RFP should be engaging, inviting, and welcoming to ensure that talented agencies want to bid on it."
"By having page limits, we're able to really make sure everyone's competing equitably."
"There's a lot of stringent rules about how you can put that RFP out there into the world."
"This is showing other potential partners that you care about their timelines and their business."
"When agencies have been certified, they're put into a database that you can search."
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