Writing RFP Tips Especially in Education Pt 1

Things I've learned writing an RFP:

Pre-writing Legal & Timelines

• Does your company/institution use a boiler plate for these things? Go find it. Yeah, it may suck and need revisions, but if you mention that, you may get to re-write it. Be careful if you open your mouth. Heck, it may be wonderful (if so, i'd like a copy!).
• Find out your legal requirements on time
• Do you have to advertise in two separate weeks?
• Do you want to allow for Q&A for clarirfications?
• Do you have to allow 28 days for responses?
• Do you have to have a public opening?
• Are you allowed to 1st, 2nd..and final submittals where you are allowed to ask for clarifications?
• Does this have to go to an approval agency such as a board? When do they meet? When do you have to be on the agenda?
• Do you have to hit dates for another agency (eRate funding)
• From bullet 2, build your schedule. Work backwards. When do you to award this? Go to the board? Or when is eRate funding applications due? Build a time-line based on finish at that date. This is the one single thing that has bitten my butt more than others. You may think it is a simple quote for 60k in electronics/equipment with no services so basically it is an over-glorified speadsheet with totals. Turning it into an RFP puts some legal requirements on it.
• Now, you should know when you have to be done with your writing.

I'll cover fact gathering, specifications next...