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At General Code, we have seen a growing number of clients preparing requests for proposals (RFP's) for new ventures in their municipalities. In our 39 years working with local governments we have noticed that while many RFP's fall into the "good" category, some belong in the one labeled "other." Whether it's a reformat or a recodification of an existing Code, or a new LaserFiche® Document Imaging system, the request for proposal process is nearly the same. To help you the next time you are asked to write an RFP, we have come up with a few tips that should make the process a little easier:

Perform a thorough Needs Assessment. Understanding the need for a particular project and identifying the problem that will ultimately be solved is key to preparing an effective RFP. Taking the time before the RFP is written to plan out a process and to set goals for the project will help ensure that the completed project is everything you expect it to be.

Talk to the End User. Hearing the frustrations of the end user often helps clarify why a particular project is needed. Having the end users involved in the decision making process will ensure that the chosen solution will be usable by everyone.

Use Concise Wording. Sometimes shorter is better when it comes to a request for proposals. Having a clear understanding of the project will allow the RFP to be structured in a clear and organized fashion. This will allow respondents to tailor the project so that it fits the users' needs. Using an RFP that is excessively long or confusing may make it difficult for potential vendors to understand the situation, the goals for the project or the solution that has been envisioned.

Choose the respondent that is right for you. Once the RFP's have been sent out and the proposals have been received, the last task facing municipal officials is to choose the respondent that best fits your needs. You will have to work closely with the respondent that is awarded the bid so choosing a vendor that has values similar to those of the municipal officials and the community will help make the project go smoothly. Although municipal officials are under constant pressure to make limited funding do more, price should not always be the deciding factor in an RFP. The long-term cost of doing business with a poor vendor may be higher than the initial higher price of a quality vendor.

Hopefully these few tips will make things a little easier the next time a project in your office requires a request for proposal. If you would like help tailoring your next RFP for codification services or document imaging, feel free to give your General Code Customer Service Representative a call at 1-800-836-8834.

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