17 Tips For Preparing Better Bid Requests
The information that you provide to field during the bid phase of your project establishes proper incentives and timing, the sources from which your respondents will come, which suppliers to use, correct market selection, how long recruiting will take, what concerns, if any, suppliers have, how contingencies will be handled, fees, payment policies and other terms that are important to suppliers. The more accurate and complete the specs, the more accurate the bids you receive from field. Here are 17 tips to help you prepare better bid requests.
1. Depending on the number of markets involved in your research, getting costs from field and assembling an accurate cost proposal can take a few hours or a few days. So don't rush the process. Take time to do these tasks properly to help ensure that everyone's expectations are met.
2. Before requesting costs from suppliers, check your calendar to make sure that upcoming holidays, major sporting events and the like aren't competing with your project. Ask your suppliers to do the same.
3. When sending RFQs (Request for Quote) to suppliers, ask them to quote prices for all of the services you will likely need.
4. If respondents will be required to complete a homework assignment, explain the scope of the assignment in detail.
5. If you have a budget limit, disclose it. Ask suppliers how much they can do within your budget.
6. Don't predetermine incentives. Although you should have an idea of what incentive amount to expect, confirm your assumptions during the bidding process.
7. Subject matter (or lack of) affects your recruiting costs and incentives. So take time to develop interesting, compelling subject matter and include it your bid request.
8. When requesting bids from field, be clear about who should be doing what.
9. If changes are made to the project before it goes into field, ask your suppliers how the changes will affect the project. Leaving suppliers out of the loop at this point in the process can be costly.
10. There are many variables that affect your costs from one market to the next. So get costs from each market you will conduct research in.
11. Get as many bids per market as possible. Instead of only looking for the cheapest price, look for partners who will help you achieve the desired results. Remember this. Low-ball suppliers look attractive up front, but on the back end you will likely pay the price in poor service and increased costs.
12. Disclose knowledge of previous challenges or difficulties with similar projects. It is not a good strategy to withhold information to get a more favorable price.
13. Encourage suppliers to discuss any challenges or problems they foresee. Now is the time to identify and address potential "barriers to success."
14. Suppliers often prepare bids hurriedly, overlooking small details that can make a big difference. So double-check everything.
15. Understand how each supplier establishes their recruiting budget.
16. When faced with a low incidence or unknown incidence project, cushion your recruiting budget. This ensures that additional hours and/or methods are available, if needed, to get the job done. It is better to be financially prepared for potential problems than to be faced with last-minute budget increases or recruiting shortfalls.
17. Put everything in writing.
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