{"id":1851,"date":"2021-12-10T08:32:08","date_gmt":"2021-12-10T13:32:08","guid":{"rendered":"https:\/\/rosenfeldmedia.com\/civic-design-2021\/?page_id=1851"},"modified":"2021-12-10T08:32:08","modified_gmt":"2021-12-10T13:32:08","slug":"day-2-rfps-without-tears-writing-inclusive-rfps-that-dont-scare-away-talent","status":"publish","type":"page","link":"https:\/\/rosenfeldmedia.com\/civic-design-2021\/day-2-rfps-without-tears-writing-inclusive-rfps-that-dont-scare-away-talent\/","title":{"rendered":"Day 2-RFPs Without Tears: Writing Inclusive RFPs that Don&#8217;t Scare Away Talent"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1910\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-300x168.png\" alt=\"\" width=\"687\" height=\"385\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-300x168.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-1024x574.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-768x431.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-1536x861.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-2048x1148.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp1-600x336.png 600w\" sizes=\"auto, (max-width: 687px) 100vw, 687px\" \/><\/p>\n<div>\u2014 Hi everyone and thank you for the time today, and I\u2019m glad to talk about RFPs<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 My name is Emily Lessard, co-founder of Bellwether and if you\u2019ve been in NYC in past five years, you\u2019ve seen our work<\/div>\n<ul>\n<li>\n<div>We\u2019ve promoted our work across all five boroughs, including welcome graphics at JFK\/Laguardia, the strategic plan for NYC, and the 2019 World Pride Campaign<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 Everything you see on screen started with an RFP, so here are some tricks and trips on how to do them right<\/div>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1911\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp2-300x165.png\" alt=\"\" width=\"689\" height=\"381\" \/><\/p>\n<div>\u2014 Some nomenclature before we get started<\/div>\n<ul>\n<li>\n<div>The procurement process is how govt buys design work and everything else from toilet paper to jets to websites<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 It can be a little strange to have same process apply to design<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 RFP refers to requests for proposals<\/div>\n<ol>\n<li>\n<div>Process goes from government agencies writing an RFP<\/div>\n<\/li>\n<li>\n<div>Submitting the RFP to outside businesses<\/div>\n<\/li>\n<li>\n<div>If an agency bids on the work, they submit a proposal<\/div>\n<\/li>\n<li>\n<div>The government reviews the proposals, and awards the bid to the creative partner for the government<\/div>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1912\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-300x164.png\" alt=\"\" width=\"712\" height=\"389\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-300x164.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-1024x559.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-768x420.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-1536x839.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-2048x1119.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp3-600x328.png 600w\" sizes=\"auto, (max-width: 712px) 100vw, 712px\" \/><\/p>\n<div>\u2014 Why is it important?<\/div>\n<ul>\n<li>\n<div>RFPs are at the beginning of process, and every one depends on the RFP being engaging and welcoming<\/div>\n<\/li>\n<li>\n<div>I\u2019ve seen many RFPs, have reviewed over 250 RFPs, and sent in 62 proposals<\/div>\n<ul>\n<li>\n<div>Everything today has been built off my experience in the RFP world<\/div>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1913\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4-300x166.png\" alt=\"\" width=\"727\" height=\"402\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4-300x166.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4-1024x565.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4-768x424.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4-1536x848.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4-600x331.png 600w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp4.png 2048w\" sizes=\"auto, (max-width: 727px) 100vw, 727px\" \/><\/p>\n<p>&nbsp;<\/p>\n<div>\u2014 Everything I\u2019ll talk about today come from two lens<\/div>\n<ul>\n<li>\n<div>Operational benefits to government agency processes, such as<\/div>\n<ul>\n<li>\n<div>Faster Process<\/div>\n<\/li>\n<li>\n<div>Less Mistakes<\/div>\n<\/li>\n<li>\n<div>More Collaboration<\/div>\n<\/li>\n<\/ul>\n<\/li>\n<li>\n<div>Driving Equity, through<\/div>\n<ul>\n<li>\n<div>A more diverse pool of creative agencies<\/div>\n<\/li>\n<li>\n<div>More responses<\/div>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1914\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp5-300x167.png\" alt=\"\" width=\"745\" height=\"417\" \/><\/p>\n<div>\u2014 Let\u2019s look at RFPs, all of these are multiple websites for various visual projects<\/div>\n<ul>\n<li>\n<div>But all RFPs appear as blocks of text<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1915\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp6-300x165.png\" alt=\"\" width=\"710\" height=\"393\" \/><\/p>\n<div>\u2014 So before you do anything sit with government \u00a0procurement before you even open up a google doc, and establish a partnership with them<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 This pre-meeting is crucial to establish trust. Have the following:<\/div>\n<ul>\n<li>\n<div>An Open Mind<\/div>\n<\/li>\n<li>\n<div>Lots of Questions<\/div>\n<\/li>\n<li>\n<div>No Agenda<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1916\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-300x166.png\" alt=\"\" width=\"707\" height=\"391\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-300x166.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-1024x566.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-768x425.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-1536x849.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-2048x1132.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp7-600x332.png 600w\" sizes=\"auto, (max-width: 707px) 100vw, 707px\" \/><\/p>\n<div>\u2014 RFPs can range from five pages to 115 pages<\/div>\n<ul>\n<li>\n<div>Who has time to write\/read this? We certainly do not<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 We\u2019re busy, you\u2019re busy and our \u00a0main recommendation is to have page limits<\/div>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1917\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8-300x160.png\" alt=\"\" width=\"699\" height=\"373\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8-300x160.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8-1024x546.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8-768x409.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8-1536x818.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8-600x320.png 600w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp8.png 2046w\" sizes=\"auto, (max-width: 699px) 100vw, 699px\" \/><\/p>\n<p>\u2014 Let\u2019s all swear that our RFPs max out at 15 pages, and proposals to send only are 30 pages max<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1918\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-300x167.png\" alt=\"\" width=\"693\" height=\"388\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-300x167.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-1024x572.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-768x429.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-1536x857.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-2048x1143.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp9-600x335.png 600w\" sizes=\"auto, (max-width: 693px) 100vw, 693px\" \/><\/p>\n<div>\u2014 But you say &#8220;Emily, I\u2019ve tried doing this, but it\u2019s not possible&#8221;<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 So we\u2019ve started a Google Doc that follows the framework that I\u2019ll give out to you to get your creative juices flowing<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 We begin with the scope of work, materials\/research, budget, and \u00a0timeline<\/div>\n<ul>\n<li>\n<div>This will help agencies make sure scope is in line with what you have to give<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 For the budget and timeline<\/div>\n<ul>\n<li>\n<div>Place these items there as governments will ask you about them<\/div>\n<\/li>\n<li>\n<div>This shows that you are an excellent partner and respect the business you are working with<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1919\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp10-300x163.png\" alt=\"\" width=\"686\" height=\"375\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp10-300x163.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp10-600x327.png 600w\" sizes=\"auto, (max-width: 686px) 100vw, 686px\" \/><\/p>\n<div>\u2014 All of this is in the Google Doc, but let\u2019s commit at least to page limits<\/div>\n<ul>\n<li>\n<div>Brevity will even the playing field, as large\/small firms can complete on the same level<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 Responses also bloat, as people want to talk a lot, and page limits help us stay focused<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 File submission problems are mitigated by page limits<\/div>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1920\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp11-300x163.png\" alt=\"\" width=\"693\" height=\"379\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp11-300x163.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp11-1024x558.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp11-1536x837.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp11-600x327.png 600w\" sizes=\"auto, (max-width: 693px) 100vw, 693px\" \/><\/p>\n<div>\u2014Here are we again, with 10 RFPs for cities, states, and agencies across the US<\/div>\n<ul>\n<li>\n<div>All deal with highly visual projects<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1921\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-300x166.png\" alt=\"\" width=\"694\" height=\"384\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-300x166.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-1024x567.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-768x425.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-1536x850.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-2048x1134.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp12-600x332.png 600w\" sizes=\"auto, (max-width: 694px) 100vw, 694px\" \/><\/p>\n<div>\u2014 There are similarities though, as they\u2019ve decided to use the first page to orient all submissions who want to bid on a job<\/div>\n<ul>\n<li>\n<div>These consolidate info like deadlines, submission requirements into a single place<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 Put all key info on first page to make sure people have the tools they need to put everything together<\/div>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1922\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-300x164.png\" alt=\"\" width=\"704\" height=\"385\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-300x164.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-1024x559.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-768x420.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-1536x839.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-2048x1119.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp13-600x328.png 600w\" sizes=\"auto, (max-width: 704px) 100vw, 704px\" \/><\/p>\n<div>\u2014 So what should be on the title page of a RF?<\/div>\n<ul>\n<li>\n<div>Release Date<\/div>\n<\/li>\n<li>\n<div>RFP Coordinator<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 Put all of this info in as tables, as tables help us find what we are looking for<\/div>\n<ul>\n<li>\n<div>They provide clear intent of who to speak with, where files can go, and submission deadline is visible<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 Place time of the submission deadline as well to avoid un-necessary Q&amp;A<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 Recommend adding next steps after proposals \u00a0that come in and tell people when there will be interviews and when process will kick off<\/div>\n<ul>\n<li>\n<div>This is a show of respect for the partners and avoid these questions from being asked in the Q&amp;A section<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1923\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-300x162.png\" alt=\"\" width=\"711\" height=\"384\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-300x162.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-1024x553.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-768x415.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-1536x829.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-2048x1105.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp14-600x324.png 600w\" sizes=\"auto, (max-width: 711px) 100vw, 711px\" \/><\/p>\n<p>\u2014 It really helps to submit for newer and smaller firms to have their first RFP page act like a tool, and to keep it all short and scannable<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1924\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp15-300x170.png\" alt=\"\" width=\"711\" height=\"403\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp15-300x170.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp15-768x436.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp15-600x341.png 600w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp15.png 824w\" sizes=\"auto, (max-width: 711px) 100vw, 711px\" \/><\/p>\n<div>\u2014 Procurement portals have sadly languished, and anyone who wants to do business with a government \u00a0entity has to work through hard-to-navigate portals<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 As wonderful as the RFP is, act like a firm that\u2019s going to be bidding and go through the UX of actually finding the RFP<\/div>\n<ul>\n<li>\n<div>Spend time with procurement portal to see where your RFP will be found by potential bidders<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1925\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16-300x150.png\" alt=\"\" width=\"718\" height=\"359\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16-300x150.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16-1024x511.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16-768x384.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16-1536x767.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16-600x300.png 600w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp16.png 1998w\" sizes=\"auto, (max-width: 718px) 100vw, 718px\" \/><\/p>\n<div>\u2014 Next, market your RFP to creative agencies by sending RFP directly to agencies, and put together list of agencies who will bid on the project. The rules are stringent though<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 Also ask about rules for posting on social media<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 Remember to review the UX for the RFP site<\/div>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1926\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp17-300x163.png\" alt=\"\" width=\"735\" height=\"402\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp17-300x163.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp17-600x327.png 600w\" sizes=\"auto, (max-width: 735px) 100vw, 735px\" \/><\/p>\n<div>\u2014 Three big rules exist for submitting RFPs<\/div>\n<ul>\n<li>\n<div>No printing\/shipping of RFPs, as it gets really expensive very quickly. Use PDF or Dropbox to send the RFP instead<\/div>\n<\/li>\n<li>\n<div>No spec work for the submissions (any work you are asking to be completed for free), as it is disrespectful to businesses, and something we don\u2019t do for other service agencies<\/div>\n<\/li>\n<li>\n<div>Look for WMBEs. This is an actual certification businesses go through. Certification has a lot of help and some government agencies have threshold that they can match<\/div>\n<ul>\n<li>\n<div>Goes other way too and when agencies are certified you can search for them in a database (no need for Google)<\/div>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-1927\" src=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-300x140.png\" alt=\"\" width=\"741\" height=\"346\" srcset=\"https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-300x140.png 300w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-1024x478.png 1024w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-768x359.png 768w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-1536x717.png 1536w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-2048x957.png 2048w, https:\/\/rm-media.nyc3.digitaloceanspaces.com\/wp-content\/uploads\/sites\/8\/2021\/12\/rfp18-600x280.png 600w\" sizes=\"auto, (max-width: 741px) 100vw, 741px\" \/><\/p>\n<div>\u2014 So that\u2019s where we are and here are my takeaways listed above:<\/div>\n<ul>\n<li>\n<div>RFPs are crucial, and I\u2019ve had agency friends who told me they couldn\u2019t bid on government projects out of fear of too many hurdles<\/div>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<div>\u2014 I put together this presentation to change that to ensure people make bids are of highest caliber, and are the most equitable<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 Thank you for letting me talk about so much about RFPs<\/div>\n<p>&nbsp;<\/p>\n<div><\/div>\n<div>\n<div><u>Q&amp;A<\/u><\/div>\n<div><\/div>\n<ol>\n<li>\n<div>In your experience, can agencies have get-to-know you conversations?<\/div>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<div>\u2014 Yes, I very often have introductory Zoom conference where anyone can come and where \u00a0government agency can meet and greet various creative agency partners<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 Talk to your procurement officer to find out more info<\/div>\n<p>&nbsp;<\/p>\n<ol start=\"2\">\n<li>\n<div>Did you ever send an idea that was too forward thinking and how did people respond?<\/div>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<div>\u2014 What I keep coming back to is that you need to have the hope and willingness to do the work to make change<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014&gt; Something that has guided me is to make change, and to recognize the slowness needed to doing big things<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 If on government agency side, I need acknowledge change will be slow work but necessary<\/div>\n<p>&nbsp;<\/p>\n<ol start=\"3\">\n<li>\n<div>When to use a time\/material contract vs. a \u00a0fixed-price contract?<\/div>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<div>\u2014 Think if you have big project and want lot of ongoing support, retainers are the way to go<\/div>\n<ul>\n<li>\n<div>Ongoing relationship lets you simply go back to procurement, as opposed to re-bidding on a project<\/div>\n<\/li>\n<\/ul>\n<div><\/div>\n<div>\u2014 Ask if you can have long-term engagement. If you have a long-term relationship, ask for clauses where you can renew the engagement<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 A one-off project, a project-based fee will be fine<\/div>\n<p>&nbsp;<\/p>\n<ol start=\"4\">\n<li>\n<div>Are there alternatives to purchasing with labor categories for discovery work?<\/div>\n<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<div>\u2014 That has been going away, but insurance is scary for small agencies<\/div>\n<p>&nbsp;<\/p>\n<div>\u2014 Talk to procurement officer and let them know the requirements are scaring away small firms, and ask if paper-work can be included in the contract side of things<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>\u2014 Hi everyone and thank you for the time today, and I\u2019m glad to talk about RFPs &nbsp; \u2014 My name is Emily Lessard, co-founder of Bellwether and if you\u2019ve been in NYC in past five years, you\u2019ve seen our work We\u2019ve promoted our work across all five boroughs, including welcome graphics at JFK\/Laguardia, the [&hellip;]<\/p>\n","protected":false},"author":334,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-1851","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Day 2-RFPs Without Tears: Writing Inclusive RFPs that Don&#039;t Scare Away Talent - Civic Design 2021<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/rosenfeldmedia.com\/civic-design-2021\/day-2-rfps-without-tears-writing-inclusive-rfps-that-dont-scare-away-talent\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Day 2-RFPs Without Tears: Writing Inclusive RFPs that Don&#039;t Scare Away Talent - Civic Design 2021\" \/>\n<meta property=\"og:description\" content=\"\u2014 Hi everyone and thank you for the time today, and I\u2019m glad to talk about RFPs &nbsp; 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