Notes

Tips for writing a RFP:
Timeline. Know when you need it. Regardless of the product or service being outsourced, you should have a realistic forecast for when you need the deliverables. Work backward from that date to develop a timeline for writing the RFP and reviewing proposals plus all the other essential activities before the actual work starts. Don’t forget to include time to sign a Confidentiality Agreement (CDA) with each candidate because CDA’s frequently take a lot of time. Rushed RFPs and hurried CMO responses are bound to create confusion and misunderstanding.
Scope. Know what you need. It’s essential your team has input in preparing the RFP. Each department or discipline may have different visions for the use, quantity, and quality attributes of the product or service being outsourced. An effective RFP requests deliverables that accommodate your whole team’s current needs. Time and money can be wasted if you modify the deliverables after the work has started.
Writing. You know the ins and outs of your project better than anyone else and everything in the RFP should be covered by CDA, so share info freely. CMOs have to evaluate your project based on deliverables, timelines, fit with their capabilities and available capacity so they can quote with reasonable accuracy. Clearly define your deliverables (quantity, quality, batch records, reports, etc.) and timelines. Include detailed technical data and Environmental Health & Safety (EH&S) info. Ask key questions relevant to your specific project, e.g., about tech transfer, engineering runs, services outsourced to third parties, equipment purchases and qualification, methods development, stability studies, storage and distribution charges, etc, so you form a complete picture of the entire project at each CMO. Provide contact info for a team member who’s responsible for answering questions about the RFP. Include a small table at the end of the RFP in which each CMO captures details of quantities, costs, and timelines in a uniform format. The deadline and delivery address for proposals are essential parts of an effective RFP. Have team members review the RFP for clarity and accuracy before distribution. Distributing the RFP in Adobe pdf format adds a professional look and ensures that recipients can access the file.