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Many times, you can just pick up the telephone and ask questions about an RFP document This is the ideal way to bid Seldom is everything contained in the document, and nothing substitutes for a site visit or an interview, even if by phone, with a decision-maker or resource person to talk about the RFP Sometimes, to minimize the odds of favoritism or inequity, or to ensure that all information is available to serious bidders, the RFP issuer will structure one or a series of briefing meetings, at which bidders can pose questions in the company of all the other firms bidding on a project Neither you nor your competitors has to attend a briefing meeting, though if it is an important project, you would be ill-advised to miss it, especially if you want the project You will often learn more from your competitor s questions than you will from your own, and also get an idea of what and who you are up against One veteran of briefing meetings said that he and his partners always sat in different areas of the room and kept separate notes The degree to which this minimized the groupthink and exposed them to side exchanges of other firms was well worth the extra effort Sometimes written questions and their responses are circulated among all qualified bidders However the information-gathering process goes, stick to the methodology of account development, and do your listening and thinking before beginning to draft the RFP response Good RFP responses, like good project solutions, are not a matter of stringing

When you convert a file to PDF format and open the document in Acrobat, thumbnails are automatically generated Thumbnails are neatly arranged by page order in the Pages tab, which resides in the Navigation pane You can use thumbnails as navigation devices when reading a document as well as to reorder pages, a technique that is discussed in 9 Thumbnails are also used to print and change the magnification of pages To access the Pages tab, choose View | Navigation Tabs | Pages If the Navigation pane is open but another palette is displayed, click Pages to open the tab Figure 7-3 shows the Pages tab with the thumbnails enlarged

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. . . . . .

FIGURE 7-3

together firm-specific boilerplate, but rather of listening intently and nonjudgmentally to the client s needs before beginning to formulate a clear response Your proposal s framework is often geared to the flow of information in the RFP itself Tight and focused text written after you know what you want to propose will make the reader s job easiest Here is a brief checklist to make sure your RFP response adds client value: Do you have a clear idea of what solution you are proposing, or what solution the client is requesting, depending on the focus Do you know the decision-making criteria Have you addressed these criteria in your proposal Is the proposal written in clear, plain English Has it been proofread by someone not involved in the writing of it Have you included the charts, tables, and illustrations close to the point at which they were referenced Have you profiled the key people who will be involved with the project Are they the right type and level of people Is the last thing you wrote a two- to three-page executive summary for the front of the document Have you included a table of contents and a table of figures at the front of the proposal Have you taken any tangential or explanatory matter not directly related to the proposal and put it into appendixes at the back of the proposal Did your sign-off process on the proposal include a senior member of your firm, and ideally include the person who will act as project leader if you are selected Package the proposal well Present a good image, appropriate to the level of the proposal If an oral presentation accompanies your proposal, rehearse it several times It always takes longer to deliver than it does to rehearse Practice delivering the proposal in about half to two-thirds of your allotted time, in order to give time for questions Never make the presentation a document reading; your audience can read the proposal Talk about the benefits, and point out how your proposal meshes with the requirements Leave the details for the document and the specifics for your questions See Figure 4-3 for a flowchart of the RFP process.