Many RFPs ask you to follow very specific instructions and respond in a very precise way. Consider these examples that are common with many RFPs.

Some RFPs dictate that the pricing part of your proposal be submitted in a separate, sealed envelope. Buyers put this into their RFPs so the people on the proposal committee can evaluate each proposal without being influenced by price.

Many RFPs dictate the format in which proposals should be submitted, and even the sections that should be included in your proposal. RFPs typically do this because it’s easier for the reviewers to compare proposals if they’re all in the same format.

The problem is the week preceding a submission deadline is typically very busy—even frantic. In this environment, it’s not uncommon to become so focused on finishing all of the answers to all of the RFP questions that we neglect reading the rest of the RFP—in sufficient detail—to ensure we are fully compliant with all of the RFPs requirements.

There’s no telling what can happen if you send a proposal that is not compliant with the RFP. In some cases, the buyer may grumble but otherwise overlook your error. In other cases, the buyer may disqualify your proposal.

Dave’s Tip: Create an RFP Checklist

When you first receive an RFP, review the entire RFP document and identify all of the logistical requirements they list. Write each of these requirements down—line by line—on a separate piece of paper.

The following list illustrates a sample checklist associated with relatively simple RFP guidelines.

þ      Create one original proposal and six proposal copies

þ      1.5 inch binders

þ      4 tabs for each of four sections in your proposal

o        Executive summary

o        Company information

o        Technical response

o        Pricing proposal

þ      Submit by April 15 to RFP contract manager

þ      Title page must include RFP number

Performing this exercise in the beginning is important because it’s typically far less hectic compared to those final frantic days before a proposal is due. It results in an RFP checklist that you can easily and quickly review as a last minute check prior to submitting your proposal. Though it takes extra time, this extra step can be exceptionally useful for ensuring full compliance with even the most minute RFP details.