How to Write an RFT, Occidental Communications

How to Write an RFT
There are, of course, a number of processes by which major systems can be acquired, but there is much to be said for the long-established process of using a request for tender (RFT). The RFT specifies, usually in great detail, the requirements of the system or services to be acquired, the work to be performed by the successful vendor, contractual conditions, the timetable, post-installation services and the particulars for submitting a response.

However, not only is an RFT a complex document, it is only part of the acquisition process, the outcome of which will usually be a major expenditure of perhaps millions of dollars. And acquisition is only the first step of operation. It thus goes without saying that the better the RFT, the better the outcome.

Why Tender?
The primary reasons for tendering are that the preparation of the tender document forces the organisation to articulate and formally document its requirements and that by issuing a tender document, the buying organisation is controlling the agenda. The tendering process forces interested vendors to provide precise responses to specific requirements instead of skirting around them with well-rehearsed presentations.

Essential Components of a Well-written RFT
l Detailed specification of the system or services to be provided
l Scope of works to be performed
l Timetable
l Details of required recurring services, typically maintenance
l The contract that would be used for the acquisition or service

Specification
The specification must be detailed, and specify capabilities (the system shall do …) not attributes (the system shall be …). Most significantly, it must reflect the requirements of the buying organisation, not the capabilities of a vendor. An RFT written around a specific product wastes everyone's time, and money.

Presentations
Vendors love to give presentations, and will ask for the opportunity. Either give all vendors the opportunity to present, or none. And if you do give vendors the opportunity to present, you will get a better presentation if you instruct them to not rubish their competitors or competitors' products.

Format of the Response
Don't expect any vendors to follow it that well, but you will get a more easily decipherable response if you stipulate a response format than if you don't.

Evaluation Process
A tendering process is only as good as the evaluation process. A well designed process will involve converting responses to specific criteria and prices to weighted scores and will enable the system best suited the requirements of the buying organisation to be identified.

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