FIRST, I will determine if I want to submit an RFI (simple, preliminary Request For Information, before you are ready for a full proposal. An RFI typically just asks for dates/rates/space). If it's an RFI, I can send out as many as I want.
If it is an RFI:
If I'm not in the final decision stage, and not in need of a full proposal, I pledge to specify it is simply an RFI requiring a one-page response. I can send out an RFI to as many suppliers as I want.
If it is an RFP:
I pledge to observe the 5by5 RULES as follows:
I will limit my RFP to no more than FIVE cities. It is reasonable for my stakeholders to narrow their choices before we go to the full RFP stage.
I will limit my RFP to no more than FIVE suppliers of each type (hotels, A/V companies, etc.) per city, because I've done my preliminary research and narrowed the list to only truly viable candidates.
I pledge to give FIVE business days' minimum response time to any RFP containing the RFPsmart logo. If I truly need it sooner, I will not use the RFPsmart logo on that particular RFP.
I will respond to RFP questions during a specified time period: To make this easier for both sides, I will specify a date and window of time when I will be available for any bidding suppliers to call me with questions (i.e. a two hour time frame, two days after the RFP is sent out). This will be within five days of submitting the RFP.
I pledge to respond to EVERY supplier who bids on my RFP, within FIVE business days of the final decision. Although it may be uncomfortable, if they were not selected, I will tell them. ALL suppliers who put time and effort into a proposal for me deserve a response.
As a supplier receiving an RFP that contains the RFPsmart logo, I pledge to to do the following 5 things:
I pledge to give extra attention and effort to an RFP submitted with the RFPsmart logo on it, because I know it comes from a planner who is not abusing the RFP system.
2) I pledge to thoroughly read all RFPsmart proposals and respond as completely as possible. I will infuse all RFPsmart proposals with my expertise and wisdom, NOT just submit a templated response, because I know the RFPsmart planner has only sent this to a short list of viable candidates, and I am one of them.
3) I pledge to respond within the five-day time frame, or sooner if possible.
4) If I have questions, I pledge to read the RFP first to see if they have been answered, before contacting the planner.
5) I will only contact the planner during the RFP process according to the parameters outlined in the RFP.