At the risk of making myself more popular/unpopular today I thought I would talk about the outdated and ridiculous process of the Request For Proposal (RFP).
I get it.
Charities need to make sure they are spending their hard raised donations in a fiscally responsible way and therefore must seek out the best possible supplier (price and experience) for every facet of a project.
So really, what could be more responsible than sitting down to write one with a bunch of people who know believe that a RFP should be very long, as wordy and non-specific as possible and sent to everyone you can think of – and – don’t forget to post it at every possible online portal that comes to mind.
You also want to ask for loads of samples, digital and real, some suggestions for new and innovative ideas (please provide mock-ups and detailed explanation please) and most importantly – do not – I repeat – do not put anything under budget except for: TBD.
Make sure it’s clear you want a digital copy of the proposal via email, cd or dvd, hand delivered in a manila envelope with at least – at least!!! – 10 hard copies so every important person in the office can have one. Or two.
Finally, after everyone in the organization has had a crack at your finely tuned manifesto and you’ve spent more man hours than you care to remember putting it together, the happy day arrives and you can now mail it, fax it, email it and spread your RFP all around. (RT please!!!)
And now you wait…
Within hours, the proposals start to flood in like some great rising tide.
YAY!
Look at all of these suppliers who want to help us! Wow! Look at how thick this one is! My gosh, look at the stock this one used – oooooooooo…
The hours, turn to days, turn to weeks (maybe you shouldn’t have put an end date so far into the future) and finally the drop dead day arrives and you can now disregard any more submissions. Whew.
You go into the board room where the office manager has been stacking all of the RFP’s that have come in envelopes, boxes, hand delivered, big, small, perfect bound, spiral bound with business cards, bios, head shots and glossy paper up the waazoo.
Now you need to get a committee to go through all of these – one by one.
This one’s no good, they only sent 9 copies – in the bin…
This one has no title page, which we asked for – in the bin…
This one has 2 staff – and we want them to be at least as big as us – in the bin…
Ah -they used paperclips – in the bin…
Hour after hour, sorting, reading a whole bunch of stuff that isn’t even close to what you are looking for – but at least it’s obvious you are important – look at all of the proposals you got!
Wow – look at how fiscally responsible we are!
I probably made my point a long time ago didn’t I?
It seems to me, the only reason that a small firm like Idea Design should respond to RFP’s, is because it reminds us about the good work we are doing for great clients.
Clients who understand and appreciate why we charge what we do and thank us for being aware of the bottom line and keeping their projects on budget. Clients who love our creative and what we are bringing strategically to the table. And not one, has ever come as a result of us responding to a RFP.
This process, passed to our sector from the commercial world needs to end. It’s generally wasteful and pointless.
There are a lot of great printers, designers, writers, consultants and firms out there, all of whom can take you beyond where you sit today. All of whom can make how you fundraise – better.
And all you need to do to find them is – a little bit of homework. That’s it.
Ask around to some of your colleagues, look online at CharityVillage or AFP, google… do some homework.
Even devise a short list of 2 or 3 you believe would be a good match. Call them or email them. This is the job, this is what you need them to do, this is what you want to spend. ‘Can you do it?’ ‘Can I see some stuff like this you have done?’ ‘Oh – we should meet quickly for coffee to make sure there is a nice personal fit too – why not?’
Easy. But you need to do your homework.
Sorry.
I really want you to think about this. It’s time to put an end to this madness.
RIP RFP.
I totally agree. They are a complete waste of time. Often the response to an RFP doesn’t reflect anything in reality to what you actually do for the non-profit. Having a conversation over coffee, reviewing work and results of your current clients and asking hard questions of the non-profit to determine if if the potential client is a good fit for the agency, will achieve the same results. Not only is it a waste of time and money for the non-profit, it’s a huge time and money suck for the agency or consultant. The best questions a non-profit can ask a potential agency or consultant is this, “What are the net results for your clients, and “What do you do for fun as an agency?” That will tell you just about everything you need to know.
Fantastic comments Jeff… I’m glad we agree that there must be a better way of working… and I think your two suggestions for questions would be a great starting point. Thank you!
Good points all round, John. I think there are times when an RFP is a good idea – i.e. when it’s for a long-term or completely new piece of business. And they have to be well-managed to be helpful – often not the case. But not for every project. I agree – better to get to know some agencies and consultants and find out what they do well and then try them out.
I’ve heard of agencies spending tens of thousands of dollars responding to an RFP. Guess where that comes from? Yep, the agency has to charge it onto their clients.
Thanks for your thoughts Dean. I hear your point – and maybe there are still occasions when it makes sense – from a charity’s point of view. But I think this is a industry where people have accepted it as the norm – not because it’s the most effective way but because ‘everyone else does it’. To me – it’s the equivalent of RFP to find a new dentist… it doesn’t make sense. I’ll be interested to hear from other folks on both sides of the coin… cheers!
The good part of an RFP process is it forces the stakeholders to discuss and prioritize their requirements in depth. Although many of us take for granted that “of course that is your first step to any project!” unfortunately in practice this step is frequently rushed, skipped, or generalized. And of course we know what happens when projects get started before the desired outcome is known ~ disaster.
A good consultant or contractor will take the client through this step, but unfortunately the world isn’t full of just “good” consultants. The RFP process although lengthy and sometimes a little off the mark is a safeguard for organizations against signing up for expensive projects with ill-defined milestones and ever-growing budgets.
Overall, I am like-minded with John: personal is better, get a referral, and avoid a heavy-handed paper-based process as its cumbersome on all parties. But until there is a process that is as well-known and universally agreed to (and perhaps has a catchy name too), I wouldn’t kill off RFPs (but please use sparingly!)
I’ve currently responded to a RFP for both a graphic and video based event for my local city. They invited me to lunch… asked questions, they did their homework. I brought my portfolio.
The RFP is a great way to screen but not necessarily screening in detail. Yes I agree that the RFP is all about presentation but its also about the almighty dollar. Misrepresentations are usually done by conducting an RFP.
I will say that this project is the first RFP that I’ve ever done and already it seems a bit outlandish. John you said it right— R.I.P. RFP
Yes I totally agree. I think an RFP is the worst way to purchase services. There are many other better ways. Many times the service or product that would be most useful to the client is something other than what they put out an RFP for. An rfp process makes it difficult for clients to really think through with vendors and consultants – what would be the most impactful and useful to reach the outcomes that they want.
I have written several pieces about how RFP’s are the worst way to fund grants.
WOW so good to know that you understand what it is like to apply for some of the bigger provincial government grants John! A tough business no doubt.
Also agree that perhaps a RFP isnt always necessary.
As an executive director it is a useful tool if I’m looking for a consultant that I intend to spend a lot of time and more than five figures on. How hard they work and the look of their proposals tells me a lot. It also serves as insurance if ever questioned by my board. I hired this agency because a, b c etc.
Working with someone on a short term four figure project I’d much rather go with my gut. Do I like them? Can we work together? Do they fit within my budget? Am I familiar with their other work.
Once you develop a relationship with a vendor it is so much easier and much better value to keep working with them. However, good every once in awhile to test the market and make sure you are getting good value.
Your point is a good one – that one shouldn’t’ lightly put out a call for RFP’s. However, I think they still have a place and if I’m looking at a 20 – 30 K (or more) investment – you bet I’ll expect you to work for it. For 5,000 I’ll probably hire someone I feel comfortable with and whose opinion I value, because quite frankly for that kind of money a RFP isn’t worth my time either.
Long….probably should have used this for my own blog! Sorry.
kimberley
I, of course, agree whole heartedly with you John and with all of those whom have commented. RFPs are wildly time-consuming, anti-economic, and inhumane (seriously: ever feel like you’re being browbeaten into doing free work? That’s how submitting RFPs feels). the investment up front of agency time seems unfair.
That being said, there are two sides to every story. Like Brian said, RFPs probably enable clients to come together, share thoughts, pen a vision for their marketing plan, and move forward. Which is largely a great thing.
Too bad they don’t do that, then call 2 or 3 agencies in for a meeting to discuss. That might be ideal.
I’d be interesting to hear from client-side why they find RFPs so valuable?
Other than, of course, all the free work and ideas they get.
A great post, John.
An RFP-less world would be bliss.
Cold RFPs are like cold sending Resumes. Changes of getting a “call-back”? 1 in 100. But if you have an ‘in’, chances of getting to second round? Much better. Same thing happens in the workplace. People write long job descriptions, requirments, post it all over the place, eager job seekers spend endless hours personalizing cover letters, CVs and resumes just for that position, when there is already an “internal” or “external” candidate in mind by the organization is “required” to post the job.
So like Jeff said, if you have the kind of relationship where you can meet them over coffee, the RFP is just the formality.
Thank you everyone for the great comments…
Brian: I agree – until someone finds a better way to run this process – we should just leave it alone…
Hey Danielle! Sadly too many RFP’s are won on who is the cheapest rather than on who might be the best…
Thanks Cassandra. I’ll be checking out your blog!
Always great to hear from you Kimberley. It’s great to have a ED weight in on her opinion…
Cheers Kim. You said what I could not! As you most often do… thank you!
Hey Miriam… I agree. I am almost at the point that unless I have some sort of “in”, I won’t bother replying to RFP’s… it seems to random. If I had it my way – any firm that takes the time to respond to these things should at least get a thank you.
Your vision of an RFP-free world is in perfect alignment with Blair Enns’ “Win Without Pitching” ideology. Firebelly participated in his breakout session during AIGA’s 2006 GAIN Conference and completely changed our methodology regarding our expertise and willingness to pitch ourselves in a traditional RFP. The move improved business and gave us even greater credibility. No studio should have to part with strategy or design prior to engagement and every project should be earned with relevant case studies and making sure there’s a good personality fit. The farthest we’ll go towards an RFP is an RFQ (Request for Qualifications) which simply outlines our studio’s capacity, capabilities and creative difference. Thanks for pointing out why RFPs don’t do anyone any good—and please check out Mr. Enns if you haven’t already!
Thanks Antonio – I think as of last week I’m about 99% sure I’ve responded to my last RFP. Thanks for telling me about Blair Enns – I will take a look for him. Cheers!
Hey man,
Totally enjoyed your article. I wrote this one a while back that echos some of your sentiments in a big way.
RFPs Will Kill Us All.
Keep up the good writing.
Max
thanks Max… this blog isnt really active anymore – we’ve moved all of our writing and rants over to http://blog.agentsofgood.org/ – hope to see you there and thanks for your post… i really enjoyed it.
[...] back I wrote about “RFP RIP“. The process of requesting for proposals is fundamentally flawed in so many ways, we have [...]
[...] I’ve blogged before about the rubbishness of the RFP (Request for Proposal) process, another flawed model from the other sector. It’s so heavily flawed because it is such a monumental waste of time and effort and usually does not result in real change. [...]