Over the next few weeks I will provide a breakdown on the process to drafting an RFP, this first blog will cover “Background”, after I have gone through the RFP documentation I will continue through the submissions, up to contract administration.
The Background section puts the whole project in context. It helps the Tenderers (parties tendering their proposals) to get a “handle” on what the company does, how it does it and why this RFP was drafted.
Some points normally covered under Background include:
1. Company – the size of the company, the products/services it provides and how it provides these products services to the market and possibly who its customers are. It may also be relevant to include whether the company operates from multiple sites. Think of this as a “marketing spiel”.
2. Department – which department, Branch, division, the winning Tenderer will be working with.
3. Explain what product/service will be required from the Tenderer at a high level – more detail will be given further into the document.
4. Describe how this process fits in with the overall goal of the company/Department, this can also be considered as the reason the RFP has been drafted. This will give the Tenderer a reason why THEY are important to the process.
5. Access to public information also allows the Tenderer to source further information that may help with their proposal. Providing the company’s URL or others pertaining to your particular industry is an obvious option and gives them an opportunity to provide further information/services that were not requested but just might add value to the arrangement.
6. Provide information on other aspects you consider important but not critical, for example: by stating that you are an environmentally and humanitarian conscious company may solicit comparative information from the Tenderers.
7. Other items as you deem appropriate.