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Develop objective and fair criteria and incorporate insights from market research and benchmarking
This section will help you:
Develop objective and fair criteria and incorporate insights from market research and benchmarking
Incorporate departmental and municipal priorities into the criteria
You may encounter these frictions as you do the work of RFP writing. These are challenges the Recommended actions are designed to solve, or that may arise as you take those actions.
Cities and their procurement teams often assume that procurement law is inflexible, and re-use existing templates for RFPs to “play it safe.” These can unnecessarily constrain and influence the project definition and the resulting product. Start from a good description of the problem and an effective development process, then add in only the legal and procedural details that are necessary.
People often write RFPs in “legalese,” assuming that it appears more formal or legitimate. However, writing in a confusing way will only hinder the contracting and development process. It creates a high barrier to participation for small vendors who do not have bid sourcing or legal support. Describe the needs and criteria in clear, plain language.
RFPs often over-specify criteria and requirements, or they jump to describing products rather than problems. This forecloses the possibility of receiving bids that are innovative or exceed expectations. Narrow scoping also reduces the number of eligible vendors, which can leave you choosing between a small number of bad options. Don’t over specify the end product up front. Focus on the problem to solve and find the right vendor—then you can develop a solution.
1. Mapping existing technical and operational systems
Your goal is to design software that integrates well with the city’s existing technical environment, including cloud services, local servers, open data platforms, end user workflows, and cross-departmental data sharing protocols. Start by mapping the existing landscape.
Review system architecture, existing platforms, and interoperability considerations.
Review any additional software that they use, and how the proposed software would fit into their daily workflow.
Document the city’s technical and operational environment
This can be a simple overview or list that helps map out a more detailed exploration
2. Designing value- and values-led evaluation criteria
Consider your criteria in a 2x2 matrix
Software will ideally meet WCAG “AA” level guidelines
We require a local, emerging business which is minority or woman-owned
We prefer Energy Star certified data centers in countries with strong consumer protection laws
3. Writing with effective language
Vendors will understand your needs best if they are written clearly, in plain language. A well-written RFP will encourage more and varied vendors to respond.
Much is communicated between the lines of what is written
If you put an RFP out for the minimum required number of weeks, vendors will think you just want to work with incumbents who already contract with the city and have more resources for bidding, as opposed to smaller firms with more innovative, high-quality solutions.
Make it clear and simple
There is no reason why RFPs need to be written in overly formal and confusing language.
Focus on the problem (the “why”)—leave the “what” and the “how” up to vendors.
Read a draft of the RFP from the vendor’s perspective
What biases are communicating with the content, format, or criteria of the RFP?
4. Including additional required RFP content
Your colleagues in the legal and procurement departments will specify additional required content that should be added to the RFP. This may include clauses for liability, terms of contract, etc. Discuss with legal and procurement teams to understand what this required content is, and become familiar with it.
Some standard clauses may undermine the desired solution or process
For example, legacy clauses about reviewing for satisfactory performance, or about timing of deliverables, may make it difficult to run an agile development process or to use modular budgeting.
Integrate standard language and legal clauses
Be vigilant about those that get in the way of your goals and project plan.
Sample Supplemental IT Contract Terms
Procurement Reform and Requirement Writing