When to Say "Yes" or "No" to RFQs/RFPs Connie B. Cooper, FAICP
	Session:RFPs and RFQs (March 12, 10:15am)

The following are summary bullets from a power point presentation on how to judge whether a proposal is worth going after based on the client, the location, the content of the RFQ and the potential for being the selected firm. Being only bulleted items, you may easily dismiss the importance of the information presented, but I can assure everything listed below is a critical component to consider when making a decision to say "yes" or "no" to a RFQ/RFP that comes across your desk. Pavlov’s Dawg’s Response? Do you hear of a RFP and begin to drool — regardless of whether it’s … Desirable? High risk of failure? Good fit? Do you "shoot at anything that moves?" Don’t Be TOO Quick to "Bite" Your firm needs to exercise a degree of selectivity Remember … you have a limited number of "bullets" (hours) Use them judiciously  Preliminary YES/NO Evaluation ? Good fit for your firm’s capabilities? Enough time to respond to RFP? Know prospective client and community? Can effectively deliver project? What chance is it that the project is "wired?" Budget, schedule & product realistic? Choices … "Must start pulling a team together" stack "Must read and think about it" stack "Send to friend" stack "Circular file" stack "Wired" Projects Not always a sure thing for the "ladies" with the inside track Beware if you are the "wiree" Sloppy with your response Competition gets "hot" to topple you Reading the Client — GOOD Signs Good if the client … Agrees to sit down with you Open and interested in your firm Has previous experience with your firm Willing to provide evaluation criteria and open to suggestions Reading the Client — BAD Signs Bad if the client … Will not meet with you at the point your firm has been short listed Meets with you but very reserved Will not divulge evaluation criteria Wants to keep all things "equal" and thus tells you nothing Rating Criteria — developed for determining whether to pursue a project Rate 0 to 10, with 0 being "best" score Relationship with client Potential profitability In target market area Challenging design, study or research Relative experience Rating Criteria (cont’d) Rate from 0 to 5, with 0 being "best" score Probability of winning Potential for future work Geographic location Strength relative to competition Availability of resources Visibility value Rating Criteria (cont’d) Rate from 0 to 5, with 0 being "best" score Budget that fits the work Extensive upfront unrecoverable expenses Rating Criteria (cont’d) The "best" possible score is "0" and the "worst" score is "90" 0 — 40 it’s worth pursuing >40 think about it LOTS MORE RFP Checklist Consistent with firm’s goals and objectives Target market or unique opportunity Right sized project Profit potential Can you afford a "loss leader?" RFP Checklist (cont’d) Project viability Funds secured Budget & schedule realistic Selection process Reasonable Know participants RFP Checklist (cont’d) Skills and experience Location and available staff In house or joint venture Overloading The client Know them / have time to research RFP Checklist (cont’d) The competition Have a chance Value in competing at a higher level Odds of being short listed 50% short listed and 25% selected = 12.5% win Cost of pursuing Short List "Hit" Goals (minimums) Short list Traditional market 5:4 (5 out of 4 chances that you’ll be successful) National market 3:1 New market 5:1 Win Contract "Hit" Goals (minimums) Winning the contract Traditional market 3:1 National market 5:1 New market 6:1 Setting Benchmarks for Measuring Success RFP Win rate of 70% Dollar capture rate of 80% - 90% (of potential budget) Return on investment - $75 for every $1 spent on putting RFP together If You Don’t Remember Any of This … Remember Kenny Rogers’ Poker Rules Kenny Rogers’ Poker Rules for Saying "Yes" or "No" to RFQs / RFPs … Know when to hold Know when to show Know when to walk away, and Know when to run … Resources Estimating Planning Services Handbook American Society of Consulting Planners, Mary Anne G. Bowie Associates, 1358 Fruitville Road, Sarasota, FL 34236 Cost: $20; Make checks payable to Mary Anne G. Bowie Assocs. Become an ASCP member firm Connie Cooper, FAICP, 205-967-6700 Email conniecooper@compuserve.com http://www.consultingplanners.org Author and Copyright Information Copyright 2001 by Author CONNIE B. COOPER, FAICP, with Cooper-Ross, has twenty-five years of experience in planning and community development at the state, county, and local levels. This has included extensive experience throughout the US as a principal participant in the areas of strategic planning; community goal setting and visioning; comprehensive planning; economic development; zoning and subdivision; housing; transportation; market research; land development; community relations; and intergovernmental cooperation. She is the recent author of the Planning Advisory Services report, "Transportation Impact Fees and Excise Taxes" and is co-author of the recently released PAS report, "Everything You Always Wanted to Know About Regulating Adult Businesses." She is the former national president of the American Planning Association and currently serves as president of the American Society of Consulting Planners.