The use of the term Request for Proposal (RFP) is hackneyed within the procurement function, yet many organizations don’t utilize it or don’t emphasize on it enough. The RFP is an important tool to transmit an organization’s understanding of the requirements to suppliers who can provide such solutions. Although it can help organizations select capable suppliers, creating an RFP is an excruciating task. As a result, making errors during the RFP process can cause financial loss and hamper brand reputation. Here are some of the common mistakes procurement professionals make during the RFP process.
Sending RFP to too Many Suppliers
Many organizations make the fundamental mistake of sending out RFPs to a large number of suppliers with the hope of selecting the best available suppliers. However, there is a lot of cost and time associated with reviewing and evaluating each supplier’s proposal. This lengthy process can be avoided by properly drafting the Request for Information (RFI) to shortlist only the capable suppliers for the RFP process.
Ignorance Towards Pre-Proposal Conference
Hosting a pre-proposal conference gives the organization an opportunity to respond to suppliers’ query and explain technical issues that need a resolution. This ensures that suppliers are well-equipped to work to win the business. A well-planned pre-proposal conference can save a lot of time and effort by sending one consistent message to all suppliers and clearing all their doubts.
The organization can occasionally ask a vague question from the supplier in a bid to oversimplify the RFP process. The objectives or goals should be very clearly stated in measurable terms incorporating all technical, functional, and operational aspects of the RFP process. A third party can be incorporated to get an outsider view to ensure the RFP is clearly stated.
Many a time, the RFP process does not go as planned; after selecting the best supplier, the company may fail to close down on the deal while negotiating terms and conditions. It is essential to make it clear to the suppliers that the company is negotiating with multiple suppliers, and negotiation doesn’t necessarily amount to closing the deal.
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