Billing for services and products completed will be submitted at the end of each month.
Billing for travel, lodging, meals, postage, shipping, communications, et cetera, will be invoiced separately at the end of each month.
Required Proposal Format
The proposal must contain a (1) Technical section and (2) a Time-Cost section.
In the Technical section, the vendor should include time-lines, projected required personnel, and schedules for completing the project.
In the Time-Cost section, the vendor must detail the time and costs that will be required to complete the project.
Additional Documentation (optional)
Vendors must include a short demo or direct us to an internet site which demonstrates their production capabilities.
Request for References (optional) (来源：英语杂志 http://www.EnglishCN.com)
Month Day, Year
Submit Proposal To:
Decision Maker Vice President for Training and Development
BALD BEAR INSURANCE COMPANY
Box 000 Anytown,
Any State 00000-0000
For Additional Information or Clarification, Contact:
Assistant Decision Maker
Director of Interactive Media Education
BALD BEAR INSURANCE COMPANY
Anytown, Any State 00000-0000
Telephone: (000) 000-0000
Basis for Award of Contract
Month Day, Year
Do's and Don'ts When Selecting and Working With Outside Vendors and Contractors
Gather Information About Vendors
- Identify potential vendors.
- Contact potential vendors and request information about their company and capabilities.
- Contact potential vendors and request examples of their work.
- Contact potential vendors and request references.
Qualify Potential Vendors
Using the above information, determine those vendors who have the capability to produce the materials you want developed. Include in your decision such variables as geographical location, industry experience, reputation, size of staff, and quality/level of work.
Develop the RFP
Be sure to include enough information in the form of storyboards, manuals, videos, overheads, training guides, et cetera, so the vendor has a good feel for what you are wanting. (See #1 below) Avoid intimidating language and behavior, i.e., penalty clauses and threats. You have a legal right to sue if a project does not come in on time or is dropped by the vendor. This is understood and is written into the agreements section of the proposal. It has been my experience that clients usually delay projects because they are understaffed, do not deliver support materials on time, or change their minds in midstream. (See #2 below) Keep in mind that this year you may be the "boss," but next year, you may be asking them for a job.
Distribute the RFP
Send out your RFP eight to ten weeks before your requested submission date. Writing a detailed proposal takes time; give potential vendors time to think about and respond to your request for proposals.
Distribute the RFP to those vendors whom you have identified as being able to produce the materials that you want produced.
Do not send your RFP to organizations with whom you do not have any intention of working.
Do not send out an RFP to have someone else do your project planning for an in-house project. Do not send out an RFP to get ideas or to learn something about your job/project. (See #1 below)
Do not send out an RFP to plan your budget.
Avail yourself to answer questions about what you want. You do not have to answer questions concerning money beyond what is included in the RFP.
Award the Project on the Date Indicated
Vendors often must schedule staff and resources to complete your project. Being indecisive about awarding or starting a project makes you and your organization look like amateurs.
Award the Project to the Lowest Bidder
Nothing "ticks" a vendor off worse than to lose a contract if they are the lowest bidder. Suspicions of kickbacks, favoritism, politics, etc., soon circulate among vendors and others in your industry. You will also probably be told to" go fish" if you ever approach the vendor to submit a proposal for a future project. If you are not going to award the project based upon cost, tell potential vendors what and how you will award the project. Be specific.
Telling someone that they did not get a proposal is never pleasant. Take time to talk with each vendor who submitted a proposal and give each a critique of their proposal. This will help the vendor to do a better job next time, and to be more competitive in the future when you ask them to respond to a future proposal.