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About two months ago, the TradeMark Media team and I decided that it would be a good idea to submit a proposal for the City of Austin’s Web site Redesign RFP (Request for Proposal). This RFP process has been highly publicized in the Austin press due to the nature of the project and because the City has been working (unsuccessfully) towards a redesign of the site for almost 5 years now. (See Nick’s previous blog post, RFP Blues.)

This was the second time the City of Austin had issued an RFP for this work, and after reviewing the requirements, I felt it was a project our team was ready for and had the capability to offer solutions to the many problems the City is currently facing with the site.

I spent weeks and weeks working on a proposal with the help of our President, Nick Weynand, our User Experience Director, Caroling Lee, and our Marketing Intern, Sarah Bailey. We got the proposal turned in early, and I eagerly awaited hearing if we were selected for the project.

A day after submitting the proposal, I learned that it was missing two vital documents. Both were simple forms that just needed a signature. Our proposal was disqualified because these two items were missing. That’s when the RFP Blues set in.

I was devastated and humiliated that all of my team’s time and resources, as well as our sub-contractors’ time, had been for nothing. It was a terrible feeling to know that we had submitted a great proposal and had been disqualified over something so basic, and only I was to blame for this oversight.

It took me a few days to fully come to terms with what had happened to us and how this would affect our future decisions about RFPs.

After some reflection here are a few ways to avoid the RFP Blues:

1. Ask yourself if the opportunity is worth the time and effort the proposal will take.
2. Start early. RFPs cannot be a last minute effort.
3. Make a connection with the issuer of the RFP BEFORE the RFP is distributed.
4. Try to find out if the issuer has a firm already in mind for the project. People work with companies they know and trust.
5. Understand the RFP process.
6. Organize your proposal plan before you even start writing.
7. Understand the sub-contracting plan and make sure all the goals have been met.
8. Get professional help. There are firms that specialize in helping with RFPs.
9. Have someone proof read your proposal and check to make sure you have the supporting documents in place.
10. Submit your proposal in the format requested and in advance of the due date and time!
11. If all else fails, locate the nearest Dairy Queen. Frozen treats can help cure the RFP Blues.