— Multiple Word or Excel documents to compile your questionnaire

  • While modern cloud tools from companies like Microsoft and Google, help you collaborate on a document, you still have to create the structure and template of that document
  • Similarly, these online cloud tools only help you with one step of the process, you still have multiple other steps, that will result in document management nightmare
  • In a typical RFP process, somebody is dedicated to just managing the volumes of documents going back and forth

— Somebody compiles questions from all stakeholders, like business, technology, procurement, etc, into a consolidated document

  • With RFPrime, everybody is working on a single collaborative cloud tool
  • With workflow management features

— Multiple meetings to review and collaborate on scoring and weighting

— Multiple emails to Vendors, with attachments…

— Multiple emails back and forth with vendors, with questions, clarifications, etc…

  • Somebody is a dedicated point person to work through this

— Multiple emails back from vendors, in different formats…

— Those emails back from vendors, are multiplied when you share the responses with internal teams for evaluation

— Again, multiple documents for scoring

— Finally, a dedicated person to collate all documents…

Typical RFP process results in these many documents:

  • +1 RFP Questionnaire
  • +1 Introduction letter
  • +1 Scoring Template

Let’s say there are 5 vendors:

  • — 5 emails, containing: 5x 1 Questionnaires + 5 Introduction letters
  • — 5 emails back containing Letters of Intent
  • — 5 emails back containing NDAs
  • — 10 emails back and forth with questions

Let’s say each vendor sends 4 questions back:

  • — 4 questions x5 vendors/emails = 20 questions
  • — 20 questions collated in 1 document, and sent by 5 emails to vendors

Vendor Reponses:

  • — 5 executive summary letters
  • — 5 RFP responses
  • — 20 attachments: 5 vendors send on average 4 attachments each
  • — Total: 30 documents

Let’s say there are 10 internal individuals who will review and score responses:

  • — 30 documents are share in 10 emails or shared drives or online folders
  • — 10 internal individuals create 10 scoring and comment documents

Somebody consolidates 10 scoring excels into a single final scoring spreadsheet

  • All with manual workflow management
  • All without audit and control
  • All without data retention
  • All with data in multiple formats: emails, word, excel, pdf

A typical RPF currently takes over 100 documents in different formats and locations: emails, word, excel, pdf, online drives, shared drives, etc.

  • — A nightmare to consolidate and keep history
  • — Difficult to audit

RFP Document retention

  • — This often comes as an afterthought
  • — But it’s very important
  • — Document management for future use
  • — RFP responses are usually contractually incorporated in the contractual agreement
  • — RFP documents are some of the best insights into Vendors’ products and offerings
  • — Audits of RFP documents are not uncommon
  • — Procurement reviews are not uncommon
  • — Documents on individual’s computers, emails, shared drives, online drives… impossible to get to, especially if person left the firm
  • — Re-using existing RFPs for new ones?

What makes RFPrime Unique:

  • — By RFx Experts for RFx Experts
  • — End-to-end solution to
  • Structure your RFP
  • Compose your RFx questions
  • Assign weights
  • Publish: directly to Vendors or on our Marketplace
  • Have Vendors Respond directly
  • Collaborate on the evaluation
  • Easy to read and understand summary results
  • — Cloud based collaborative tool replacing reliance on the Office tools like Excel, Word, PDF
  • — No need to search for vendors, let them find you

With RFPrime, everybody is working on a single collaborative cloud tool and workflow management features.