How do you handle scope changes and requests for clarification during the RFP cycle?

1 Understand the RFP requirements

Before you start working on your proposal, make sure you understand the RFP requirements and expectations. Read the document carefully and identify the goals, deliverables, criteria, and deadlines of the project. If anything is unclear, vague, or missing, don't hesitate to ask for clarification from the issuer. You can use email, phone, or online platforms to communicate your questions and concerns. Be polite, professional, and concise, and avoid asking questions that are already answered in the RFP or that are irrelevant to the project.

2 Track and document scope changes

Sometimes, the issuer may change the scope of the project after you have submitted your proposal or during the negotiation phase. This can affect your proposed solution, timeline, and budget, and create confusion and frustration. To avoid this, you need to track and document any scope changes that occur during the RFP cycle. You can use tools like spreadsheets, project management software, or change request forms to record the details, reasons, and impacts of the changes. You also need to communicate these changes to your team and the issuer, and update your proposal accordingly.

3 Negotiate and adjust your proposal

When the scope of the project changes, you may need to negotiate and adjust your proposal to reflect the new expectations and deliverables. You can use your documented scope changes as a basis for your negotiation, and explain how they affect your solution, timeline, and budget. You can also propose alternatives or trade-offs that can meet the issuer's needs and goals without compromising your quality or profitability. For example, you can suggest reducing the scope of some features, extending the deadline, or increasing the price. Be flexible, but also realistic and confident about your value and capabilities.

4 Avoid scope creep

Scope creep is the term used to describe the gradual and unplanned expansion of the project scope due to additional requests, changes, or features that are not part of the original agreement. Scope creep can undermine your proposal, delay your delivery, and increase your costs and risks. To avoid scope creep, you need to establish clear and specific boundaries and expectations for the project scope from the start. You also need to monitor and control the scope throughout the RFP cycle, and reject or charge for any requests that are outside the agreed scope.

5 Seek feedback and confirmation

One of the best ways to handle scope changes and requests for clarification during the RFP cycle is to seek feedback and confirmation from the issuer. Feedback can help you improve your proposal, align your solution with the issuer's needs and preferences, and address any issues or concerns. Confirmation can help you ensure that you and the issuer are on the same page about the project scope, deliverables, timeline, and budget. You can use various methods to seek feedback and confirmation, such as email, phone, online surveys, or meetings. Be respectful, responsive, and open to suggestions, but also assertive and clear about your proposal.

6 Learn from the experience

Finally, you can use the experience of dealing with scope changes and requests for clarification during the RFP cycle as an opportunity to learn and grow. You can evaluate your performance, identify your strengths and weaknesses, and gather lessons learned for future projects. You can also ask for feedback from your team, your peers, or the issuer, and use it to improve your skills, processes, and tools. By learning from the experience, you can enhance your RFP response capabilities and increase your chances of winning more projects.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?