5 Tips for Writing Effective RFPs
When a campus has a large electronic security project, a request for proposal (RFP) can help the institution select the best integrators for the job. These suggestions will you help you craft an RFP that delivers results.
4. Check What Others are Doing
Probably one of the best ways to determine if a product or system works well in the real world is to visit other campuses with it already installed. Tony Potter, who is the director of public safety for Novant Health, looks at what other hospitals are doing with their technology. “We got a ton of benefits for being the beta test site for GE, but I don’t want to be anybody’s beta test site unless they are paying me to do it,” he says.
Overton, for example, has reviewed proposals from other universities and has on occasion used some of their language in his RFPs. One word of caution: Every campus is different. Hospital, school, school district and university officials should not copy word-for-word the spec of another campus’ RFP because it might not be relevant.
5. Always Include Specifics
RFPs that are too general will lead to incomplete or inaccurate bids that won’t address campus safety and security needs. Therefore, whoever is crafting the document must be clear on what is expected, specifying exact products whenever possible.
“If it’s a competitive bid, integrators are all going to go for the cheapest thing they can come up with to meet the spec,” adds Grossman. “If there is any wiggle room, you’re not going to get what you want. You’re going to get the cheapest thing out there.”
Details covered in the RFP should include things like the number of cameras, where they should be placed, the number and location of doors that should be controlled by the access system, and the number and type of door locking hardware. (See “Important RFP Components” on this page).
The RFP Is Only the Beginning
These best practices are the first step on the path toward contracting with the right integrator.
Related Articles:
- The Bids are Back… Now What?
- Core Components of Contract Security RFPs
- Choose Your Integrator Wisely
- 7 Secrets to Selecting a Contract Security Provider
Robin Hattersley Gray is executive editor of Campus Safety. She can be reached at robin.gray@bobit.com.
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About the Author
Robin Hattersley, Editor-in-Chief
Robin has been covering the security and campus law enforcement industries since 1998 and is a specialist in school, university and hospital security, public safety and emergency management, as well as emerging technologies and systems integration. She joined CS in 2005 and has authored award-winning editorial on campus law enforcement and security funding, officer recruitment and retention, access control, IP video, network integration, event management, crime trends, the Clery Act, Title IX compliance, sexual assault, dating abuse, emergency communications, incident management software and more. Robin has been featured on national and local media outlets and was formerly associate editor for the trade publication Security Sales & Integration. She obtained her undergraduate degree in history from California State University, Long Beach.
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