Developing an RFP

A Request for Proposal (RFP) is essentially a way to tell prospective vendors

• What work you want done;
• How you want them to do it; and
• When the bids and work are due.

An RFP also helps you to create a structure to organize your needs and timeline.

What Needs To Be in Your RFP

The RFP should contain

• A statement of work that describes the background for the CAHPS survey and provides details of what needs to be done and how;
• Background material on the project;
• A schedule that specifies when activities should be completed and deliverables are due;
• Specifics on vendor responsibilities;
• Details on the bidding, proposal evaluation, and selection process; and
• Details on payment amounts and methods.

Tips for Successful RFPs

• Make tasks, expectations, deadlines, and deliverables clear and specific.
• Ask for all the documentation, files, data sets, and other deliverables you think will be needed. The contract you eventually sign with a vendor will be based on the specifications laid out in the RFP. You will not be able to ask for any of these items later unless you modify the budget, so be sure to include them in the RFP. This tip is especially important if you are planning to submit data to the CAHPS Database.
• Ask vendors for details on their monitoring, supervision, and problem resolution procedures. Or, if you already know what procedures you prefer, be sure to specify your requirements clearly.
• When evaluating bids from vendors, carefully consider both the technical approach and the cost proposal. Look for the following:
  • A demonstrated understanding of the project;
  • Coherent, thoughtful, and thorough responses to the specifics of the RFP;
  • Adequate safeguards to assure respondent confidentiality;
  • Well-qualified staff with sufficient expertise; and
  • Value for the cost proposed.
• After reading through all the proposals, pick two or three vendors for further evaluation.
  • Talk to them personally.
  • Contact their other clients.
  • Consider visiting their facilities (this will be especially helpful for telephone survey vendors).

• These meetings and visits will help you determine whether you and the vendor can work well together. To make the most of the visits and meetings, include someone from your team with expertise in survey design, data collection, analysis, and reports production.