The Dos and Don’ts of RFI (Request for Information)

There is a popular cliché that says “the first impression is the last impression”, more appropriately so for RFIs. When an organization is looking to outsource but not sure what to put in the RFP, they often request for an RFI. An RFI provides you with an opportunity to make suggestions regarding what they should include in the future RFP if it goes forward. Also it acts as the first stage for the screening by the company.

One can follow various Dos and Don’ts while responding to a RFI to make best use of this opportunity to influence and get competitive advantage should an RFP be released in the future:

• Scope and specification: Can you offer products or services that would elevate customer’s performance even if not mentioned in their RFI request? Set the scope accordingly to highlight the same and limits field of competitors. Your recommendations should be such that you can comply with, but will be difficult for the others.
• Methodology: If there is a particular approach that you would like to take, describe it so that it can be made a requirement.
• Certifications: If you have certifications or any special skills/experience to showcase, recommend them to limit the competition.
• Pricing: The choices that are made have major impact on the final price. Thus it could be a good opportunity to influence those choices to your advantage.
• Customize: Every customer is different and so are their needs. Thus it is utmost important to customize your RFI to best suit the needs of your target customer. This would also send a message that you value the relationship and are ready to go length to fulfill the commitment.
• History: Does your organization have a past history, and particularly a recent and successful history, and then you can leverage that as an “insider position”. Even a similar domain or project experience would take you long way winning the contract.
• Mutual importance (Win-Win): This is one of the most critical and often ignored aspect of all. It is important that both the parties complement each other and are in a mutually beneficial relationship. Thus evaluate the objective, priorities and management philosophy to identify these factors that would lead to a sustained relationship in this market of competition.

At the same time it is also important to make sure you do not mention any of your soft spots that might give your competitors advantage over you or commit over something that you can’t fulfill later.

Responding to RFIs is an excellent way to identify new business opportunities, differentiate you from competitors, find a point-of-contact, and establish a relationship with the customer before the RFP hits the street. Lots of times this would determine if you would be considered for the RFP stage or not.

About Author:

Harsh Saraogi is consultant and part of Systems Plus Pvt. Ltd. He is a part of consulting team that delivers Sourcing and Vendor Management Office projects. He can be contacted at: harshvardhan.s@spluspl.com