Have you ever hired an outsourced vendor based on a great proposal only to be slammed with additional costs and projects past due?
The problem could be your request for proposal (RFP).
It takes a lot of time and resources to find a vendor that’s a great fit for your organization. In order to get started on the right foot, you need to spend some quality time making sure your RFP covers all necessary bases. This way, the vendors you send it to will be crystal clear about what you expect from them, thereby building a foundation of transparency and clarity from the get go.
In order to ensure your facility maintenance RFP garners appropriate, fitting proposals, here are four things you should include.
1. A clear definition of required tasks.
It’s important that you clearly outline what you need and want from potential vendors. This way, there will be no miscommunication regarding your expectations and their performance. Get down to the nitty gritty: the more detailed you get, the more accurately vendors will be able to provide you with quotes and timelines.
2. Request costs.
Clearly spell out what you need and request costs for all necessary services. These will give you an idea of how vendors’ price points compare to one another for key areas of service and help you budget accordingly.
3. Request costs of other add-on and a la carte items.
Get the prices of all additional services you may require before they’re needed. This will help avoid any surprise costs that weren’t accounted for in your budget. Even if there’s an incredibly small chance you’ll actually need it, get a price for it. It’s always better to be safe than sorry!
4. Spell out any skills or qualifications that are required.
Make sure to outline any certifications, background/security clearances, skills or qualifications that will be required during the contract. This will ensure that all vendor employees will be able to perform the work you need done effectively and in a safe, secure manner.
Remember, if you want to get started on the right foot with a new vendor, make sure you provide a comprehensive facility maintenance RFP. Not only will this allow the vendor to better understand your organization’s needs and expectations, it will also ensure that there are no surprises in the form of additional fees, miscommunication, or missed deadlines.