Leverage Peer Practices for Better RFP Outcomes

Writing specifications for bids and RFPs can range from routine to daunting. Many procurement pros view them as a last resort. But a complex bid or RFP doesn't have to mean avoiding competition.

The RFP Archive by Beacon Bid has over 7.2 million templates of bids and projects published over  the last 5 years. This archive includes amendments, scopes of work, question/answer documents, cost forms, and more valuable data. This information saves you time, while avoiding common pitfalls.

Here are 3 tips to craft better project scopes, avoid amendments and questions, meet compliance requirements, and increase bidder engagement:

1. Don't Reinvent The Wheel
Most complex spec templates have been published by a number of your peers. Reference RFP Archive’s existing templates for title, scope, evaluation criteria, formatting, and submission forms. Use past Q&As for new technology solicitation suggestions.

• A good title helps and a bad one harms potential vendor interest.
• A vague scope may deter bidders, let them know precisely what’s needed.
• Vague formatting can lead to user frustration and inaction.

Clear and concise instructions lead to more submissions.

2. Improve and update your Templates
Stay ahead of the curve. Even something as routine as a mowing contract Template can be updated. For example, there are at least 8 different methods of mowing, each with their own unique specifications.

• Templates should be constantly evolving. Makeover your templates every cycle.
• Consider current agency trends, new market requirements.
• Get feedback from Agencies that recently posted similar solicitations.

3. Learn from Others' Mistakes
Seeing similar projects can offer valuable insights. See what has worked well in the recent past to be as accurate as possible. Using RFP Archive provides nuggets used by others for you to build on and make your own.

• Craft more effective project scopes, make sure all specifications are provided and clear.
• Fewer amendments will be necessary.
• Increased bidder engagement results in more choices for a better solution.

This library gives you more options and saves you from a “needle in the haystack” approach to finding relevant updated templates. We have thousands of searchable examples in an easy-to-view panel to track and download to your computer.

An archive of RFP and project templates, like Beacon Bid's RFP Archive , with 7.2 million templates from the past 5 years, can help you avoid confusion and inconsistencies.

Get ahead of the RFP game with the help of peer practices.

Contact Jim Ward from Beacon Bid for a free consultation for your next project or RFP.

Authored by Jim Ward of Beacon Bid, the home of the most extensive library of bid and RFP documents, and leading solicitation outreach and management system for municipalities.