Summary
Agencies and organizations spend an enormous amount of time putting together RFP documents that can scare away agencies, especially small ones. If we want to increase talent for civic projects, we need to commit to crafting more inclusive and effective RFPs and procurement processes. Bellweather Chief Strategy Officer Emily Lessard will share lessons learned from working both within and outside government agencies. Her knowledge spans responding to 143 RFPs and reading countless others. She will share ten lessons for writing more engaging and equitable RFPs, along with a link to download a sample file to get you started.
Key Insights
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Establishing a strong early partnership between government agencies and procurement officers improves RFP writing and evaluation.
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Page limits on RFPs (max 15 pages) and proposals (max 30 pages) significantly improve equity and operational efficiency.
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The first page of an RFP should consolidate all key details like submission deadlines, contacts, and next steps to ease bidder navigation.
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Requesting no printed proposals or physical submissions reduces costs and supports sustainability efforts.
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No spec work should be requested; asking for free creative work is disrespectful and disadvantages small businesses.
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WMBE certifications help government agencies increase diversity in their bidder pools and facilitate finding qualified women and minority-owned businesses.
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Procurement portals often have poor user experience, and agencies should experience their own portals from a bidder’s perspective to identify obstacles.
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Long-term contracts with options for renewal provide stability for both agencies and creative firms, reducing frequent procurement cycles.
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Insurance and outdated labor or education requirements can act as barriers for small agencies and should be reconsidered or deferred to contracting stages.
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Patience and persistence are required to implement needed changes in government procurement due to the traditionally slow pace of bureaucratic processes.
Notable Quotes
"Everything you see on screen started with an RFP if you can believe it."
"Let us all pinky swear that our RFPs will only max out at 15 pages and proposals at 30 pages."
"By having page limits, small and large firms compete on the same level."
"Put all the submission deadlines, requirements, and contacts on the first page, not buried in the text."
"No printing or shipping. Digital is just fine. It's 2022, everyone knows how to read a PDF."
"No spec work. It’s simply disrespectful to ask for free work from agencies."
"Go spend a moment with your procurement portal or the RFP webpage and understand the hurdles for bidders."
"If it’s a long-term engagement, ask for options to renew contracts to save time and reduce bidding cycles."
"Insurance requirements can scare away smaller firms; ask procurement if these can be addressed later in contracting."
"Change is slow but necessary; patience is your best tool in improving procurement processes."
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