Not even the most highly skilled procurement shop issues solicitations that are perfect the first time out. There is always something that is subject to interpretation, and virtually always, in a complex RFP, a lot that requires clarification. Therefore, it is not only allowed to ask questions (RFPs normally state the format, timing, proper addressee, schedule for agency response to these questions, and the like), but it can be an important part of a winning strategy to ask the right questions, in the right way, at the right time, by the right organization. Doing this correctly is both an art and a science, but the worst approach is to just make a list of questions and submit them as instructed by the RFP.

So, now you have a draft – or a final – RFP, and you still have questions about it. What to do?

Basics

  1. Formulate your questions so that the answer you really want from the customer is "yes", or at least begins with "yes". This establishes a positive frame of mind with the customer. Customers would rather say "yes" than "no".
  2. In some cases, what you really want the customer to do is change his mind. Try phrasing a question that casts doubt about the way the solicitation currently reads, and then suggest an alternate formulation. This can be particularly effective if the solicitation now favors a technical solution different from the one you’re planning to put forward.
  3. Ask more questions than you absolutely have to. This may sound strange, because you don’t want to take up the contracts officer’s time with useless questions. But asking some fairly basic questions can give misinformation to your competitors (who are also reading the questions and answers) that you are not as bright or sophisticated as you actually are.
  4. Refrain from asking questions where you can’t stand the answer. Sometimes, it’s better to ask forgiveness (after submission) than permission (as you’re writing the proposal). As scientific and technical people, our training tells us to have all the answers to all the questions, but that’s not necessarily so. For every tough question, at least consider not asking it, because someone else might, or for other reasons. This is a really tough, value-judgment call.

Specific Details

Although some questions about internal inconsistencies, incorrect citations, reference to obsolete standards, and the like, are routine, there are often issues raised that require top management guidance. Before submitting those questions, your Proposal Manager or Capture Manager may wish to use this as another opportunity to achieve participation by top management.

Summary

Knowing what questions to ask, and how, can be a significant benefit to your company, and distinguish your company as one the customer really DOES want to win.