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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Establishing a face-to-face partnership with procurement officers early improves RFP processes and trust.
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Imposing strict page limits on RFPs (max 15 pages) and proposals (max 30 pages) enhances equity and reduces operational burden.
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A clear, scannable first page of the RFP with all key information eases submission and reduces last-minute errors.
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Eliminating requirements for printed, bound copies and USB submissions significantly reduces costs and waste.
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Spec work should be banned in RFPs as it demands unpaid labor and discourages small and mid-sized agencies.
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Using WMBE certification databases helps agencies increase diversity in their vendor pools effectively.
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Procurement portals are often difficult to navigate, so agencies should actively market their RFPs beyond these platforms.
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Long-term contracts and options to renew help avoid delays by reducing frequent procurement cycles.
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Insurance and outdated certifications in RFPs can deter small agencies and should be reconsidered or deferred to contracting stages.
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Proposing fresh, divergent solutions within an RFP can be challenging but is critical for evolving government procurement practices.
Notable Quotes
"Everything you see on screen started with an RFP if you can believe it."
"Page limits will help equity and focus and level the playing field for small and large firms."
"Put the submission deadline big, bold, and bright yellow on the first page so it’s easy to find."
"No printing or shipping. Digital is just fine and much more sustainable."
"No spec work. It’s simply disrespectful to ask small businesses to do unpaid homework."
"Procurement portals can be hard to navigate; act like you’re bidding and go through the user experience yourself."
"WMBE is a certification that requires paperwork but helps bring more diversity to contracting."
"Have patience with changing procurement systems; it’s going to be slower than you want but it’s important work."
"Long-term contracts and retainer arrangements save time by avoiding constant rebidding."
"Ask your procurement officer if some requirements, like insurance, can be moved to contracting to avoid scaring away small firms."
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