Excel Templates, Proposal Writing, Proposal Writing Tips

Asking the Right Questions: Managing the RFP Clarification Process Effectively

Posted on by Alan Thompson
19
Apr

Reading Between the Lines: What if the RFP Isn’t Clear?

You’re diligently working through an RFP, maybe even using your Proposal Checklist to ensure coverage, when you hit a snag. A requirement seems vague, two sections appear contradictory, or a critical piece of information needed to scope your solution is missing.

What do you do?

I’ve seen teams react in a few ways: some make assumptions (dangerous!), others ignore the ambiguity (riskier!), and the smart ones ask questions. But how do you manage that process formally and effectively?

The Perils of Guesswork and Ambiguity

Proceeding with a proposal based on assumptions about unclear RFP requirements is a gamble. Your guesses might be wrong, leading to:

  • A Non-Compliant Proposal: You might fail to meet a requirement you misinterpreted.
  • An Inappropriate Solution: Your proposed approach might not actually solve the client’s real problem or fit their constraints.
  • Incorrect Pricing: Ambiguity around scope or technical needs can lead to significant under or over-pricing.
  • Lost Competitive Advantage: Other bidders might ask clarifying questions, gain crucial insights that you lack, and tailor their proposals more effectively.
  • Post-Award Disputes: Misinterpretations discovered after winning can lead to difficult contract negotiations or delivery problems.

Ignoring ambiguity isn’t better; it often means submitting a generic or incomplete response that fails to impress. Asking clarifying questions is not a sign of weakness; it shows diligence and a commitment to providing the right solution.

Seeking Clarity: Mastering the Formal Clarification Process

Most formal RFPs include a specific period and process for bidders to submit written questions. Leveraging this is crucial. The key is managing it systematically using a Clarifications Log. What I always emphasize to clients is the importance of being strategic and organized in this process. Here’s how:

  1. Identify Questions Early: As your team reviews the RFP (technical, pricing, legal, etc.), encourage them to flag any ambiguities, contradictions, or missing information immediately. Use your Roles & Responsibilities matrix to ensure all areas are covered.

  2. Consolidate and Refine Questions: Gather all potential questions from the team. Review and refine them:

    • Are they clear and specific?
    • Do they reference the exact RFP section/page number?
    • Can any be answered internally first?
    • Avoid questions that reveal your unique solution or strategy unless absolutely necessary. Frame them neutrally.

  3. Submit Formally and On Time: Adhere strictly to the client’s specified procedure and deadline for submitting questions (usually via email or a procurement portal). Late questions are typically ignored.

  4. Create a Clarifications Log: Use a spreadsheet to track every question submitted. Something I find essential is meticulous tracking – don’t rely on email chains. Include columns for:

    • Log Item #
    • RFP Section/Page Reference
    • Question Submitted
    • Date Submitted
    • Client Response Received (verbatim)
    • Date Response Received
    • Impact/Action Needed (e.g., “Update technical approach,” “Confirm pricing assumption”)
    • Owner (Who needs to act on this information?)

  5. Distribute Answers Promptly: When the client issues responses (often to all bidders simultaneously via an amendment or Q&A document), update your log immediately and circulate the answers and their implications to the relevant team members.

  6. Treat Responses as Official: Client responses to clarifications usually become part of the official RFP requirements. Ensure your proposal reflects the updated understanding. Your Document Control and Checklist should be updated accordingly.

Using a dedicated Clarifications Log template, perhaps adapted from resources available through Klariti or included in their Proposal Templates suite, ensures this vital communication channel is managed effectively, minimizing risk and maximizing understanding.

Next Steps: Learning from the Outcome

Managing clarifications helps ensure your submitted proposal is based on the best possible understanding of the client’s requirements. You’ve submitted a compliant, well-structured, strategically aligned bid. Now comes the waiting game, followed by the win/loss notification.

Regardless of the outcome, the learning shouldn’t stop there. How do you capture valuable lessons to improve next time?

In our next article, we’ll discuss the critical importance of the Post-Award Debrief, a process for dissecting both successful and unsuccessful bids to gather invaluable feedback and insights.

Alan Thompson