You sent out your detailed RFP, the responses have been received and now it is time to review the proposals. How do you decipher all of this information and determine those that meet your needs and you plan to pursue? I am going to show you how to review your proposals using a format that spells out the challenge, solution and desired outcome.
Challenge:
How do you evaluate the proposals that you have received?
Solution:
The following is a list of the information you want to review in order to ensure your proposal matches your RFP:
Item 1: Dates
Does the proposal offered match your preferred dates requested? If the hotel has declined, be sure they provide you with a reason why and have checked any alternate dates you may have listed in your RFP.
Item 2: Sleeping Rooms
Is the hotel offering the maximum block listed on your RFP? Do they have the correct percentage of single/double rooms needed for this particular group?
Item 3: Meeting Rooms
Does the meeting space offered match the specifications in your RFP? Has the hotel or convention center offered meeting room names and square footage? Is there a floor plan attached to their proposal?
Item 4: Budget
Are they within your budget and offering a good value for what you will be spending?
Item 5: Concessions
What is their complimentary room ratio? What is their allowable slippage? Are the concessions offered in line with your expectations? This is an area where you can ask your salesperson to sharpen their pencil and provide greater value.
Item 6: Other Fees
Be sure you have uncovered any hidden fees such as shipping/receiving, porterage, attendant gratuities, guestroom internet, parking, fitness center, resort fees, etc. Are there minimums that you need to meet (food and beverage, sleeping rooms)? You want to avoid any last minute surprises.
Item 7: Rooms and Meeting Space on Hold
Are they offering a first or second option? How long will they be able to hold the sleeping rooms and meeting space?
Item 8: Timeframe
Will they be available for site visits at your request? Can they hold space on a first right of refusal basis through the decision process (spelled out in RFP)?
Item 9: Know Your Organization / Meeting
Did they demonstrate in the response that they know your organization and understand what you are trying to accomplish with this meeting?
Item 10: Other Services
Do they offer any services or support that will help you promote the destination and their facility to help drive attendance?
Item 11: Creativity
Did the hotel do anything to demonstrate creativity in the proposal to show why their facility is better than the competition? Did they offer any creativity on how they will ensure your program is a success?
Item 12: Overall
Are they doing anything to demonstrate that they want your business or did they just respond to the RFP?
Desired Outcome:
We have limited time and resources and do not want to be going back and forth with each property. If we do the steps above, we will be able to quickly evaluate the proposals to ensure we have received our best offer first. In addition, this will help narrow down the hotels for the next step, the site inspection (please look for my next post regarding effective site inspections).
I know there are proposals sitting on your desk today that need your attention. I hope these tips will help you evaluate them quickly and effectively.