Maximizing Outcomes Before Your Research Project Begins: Evaluating Your Suppliers’ Proposals

This is the second of a two-part series examining what you can do prior to project authorization to maximize outcomes. This month's eTip! offers insight into reviewing suppliers' proposals to identify the characteristics of a good working relationship and improve the likelihood of success.

The RFP (request for proposal) process is useful when you haven't already identified a supplier, are looking for an objective comparison, or when company policy requires multiple bids. Although reviewing proposals usually focuses on evaluating the answers to your questions, perceptive researchers know that proposals offer many clues about the value the supplier will bring to the project.

While RFP responses take many forms, the most common are written documents detailing how suppliers would execute the project and deliver the information. A thorough proposal provides background on the company and brand, as well as matters like key competitors and marketplace challenges. The plan should spell out the objectives, along with study design, sample recruitment and deliverables. Complete proposals also include realistic timelines and pricing.

The document provides hints about the supplier's work style. Is the writing concise and easy to read? Is the supplier communicating clearly or trying to impress you with obscure terminology? Are there typos and grammatical errors? A supplier that fails to communicate well in a proposal will probably also fall short in deliverables - and may signal problems in their ability to manage the study overall.

If the proposal is organized and thorough, the deliverables will likely be the same. A table of contents, formatting that improves readability, and prudent use of headings and colors are good indicators. In addition, the document should follow the RFP's guidelines and respond to every requirement, with the most important information prominent and easy to find.

A variety of characteristics set top-quality proposals apart from ordinary responses. Watch for a focus on you and your needs. For example, your company's name should appear more frequently than the supplier's. If the language reflects your company's terminology and personality, you'll know that the supplier has invested resources in getting to know your company. Look for a partnership approach that focuses on finding the solution rather than methodology details. After all, the process itself is secondary to what you'll do with the results.

Evidence of expertise should include