How to Win an RFP

By Ron Segura 

Cleaning contracts were historically awarded based solely on price, but this is no longer the case. This article examines the evolving Request for Proposal (RFP) process and provides guidance on how to refine your proposals. Many contractors underestimate the importance of the preparation that takes place before an RFP is issued. 

The RFP Team 

The foundation of a successful RFP process is the RFP team, composed of experts from key departments, including facilities, purchasing, finance, and representatives from building occupants. This diverse expertise ensures a comprehensive evaluation of proposals, making certain they align with the organization's goals. 

Selecting the Bidders 

After the team develops the Request for Proposal (RFP), the next step is to identify and invite qualified bidders. In the past, they relied on physical marketing materials from service providers, which were stored in a filing cabinet. This approach often resulted in reaching out to multiple cleaning companies, many of whom were not qualified to participate in the bidding process. To improve this, companies are now focused on refining their approach to ensure that only the most qualified bidders are invited.  

The vetting process has undergone a significant shift, moving from physical to online platforms. The websites of cleaning companies now serve as the primary source for choosing bidders, underlining the critical importance of having a well-designed website that effectively showcases the benefits of partnering with your business. This digital transformation is not just a trend, but a necessity in today's competitive business landscape. 

Review the Scope of Work 

A review of the scope of work is essential to ensure that the current scope of work meets the requirements. The statement of work clearly outlines the specific tasks, deliverables, and timeline for the project, ensuring everyone is on the same page. Before sharing this document with potential bidders, the selection team checks it to ensure it accurately reflects the current service frequencies for the types of buildings included in the RFP. This helps set clear expectations and supports effective partnerships with future vendors. 

When bidders submit their proposals, the selection team compares them to the statement of work to see how well they meet the project's needs. Clear and transparent communication about the statement of work is crucial; any confusion can lead to poor proposals. The selection team must ensure all bidders understand the statement of work and answer any questions promptly, fostering a culture of transparency and understanding in the bidding process. 

Proposal Evaluation 

It is crucial to recognize that cost is just one aspect of the decision-making process when evaluating bids. The selection team conducts a comprehensive review of each proposal, ensuring it fits within their budget, but their evaluation extends beyond the numbers. Each member of the evaluation team, representing various departments and areas of expertise, plays a vital role in this process. They consider a wide range of factors, including the unique value each vendor offers, their proven expertise in the field, and the overall quality and thoroughness of the submitted proposals. This comprehensive evaluation process ensures a well-rounded and informed choice, fostering a sense of thoroughness and fairness in the selection process. 

In this context, 'value' refers to the significant long-term benefits that a vendor can provide. This includes innovative solutions specifically designed to address the challenges faced by clients, a documented history of reliability that assures stakeholders of consistency, and a strong commitment to delivering exceptional, high-quality service that exceeds expectations. These qualitative factors often carry more weight than simply offering a lower-priced bid. Therefore, it is vital to emphasize your unique expertise during this critical stage, as this highlights the potential advantages you can provide and the superior outcomes you can achieve, ultimately enhancing your competitiveness and appeal in the selection process. 

In conclusion, bidders must recognize that the bidding process requires a considerable investment of time and effort, both before and after submitting their proposals. Engaging in this undertaking requires a serious commitment and a dedicated approach, as each phase involves careful preparation and thoughtful consideration to ensure a successful outcome. 

Ron Segura is the founder and president of Segura & Associates, a consulting firm for contract cleaning companies as well as building managers in North and South America.