Consultants and researchers are often invited to respond to requests for tender (RFTs) or requests for quote (RFQ). Too often, however, but navigating their complexities can be challenging, especially when RFTs are poorly structured. Far too often, we encounter outdated templates that look like relics of the 1980s, plagued by technical issues and using cumbersome, hard to navigate upload platforms that require extensive numbers of attachments in places that don’t make sense. Particularly frustrating are overlapping selection criteria that demand almost identical information to be supplied in multiple places. Scoring and assessing some tenders must be a nightmare!
Creating simple, elegant RFTs or terms of reference is not that difficult and has as many benefits for commissioners of evaluation as it does for those responding. We recently assisted a client that wanted some tips for commissioning independent evaluations which led us to develop a template with 10 key points to include for simple RFTs.
1. About the program / service to be evaluated
Start with a brief statement about the program or service you want evaluated, and include details such as:
- when the program / service was established
- the funding and budget of the program / service
- the location.
2. Background to the evaluation
You also want to ensure you include a brief statement about
why the evaluation is being commissioned, such as if required by the funding
body.
3. Terms of reference / key evaluation questions
Include clear, specific evaluation questions the evaluation
is to address. And not too many!!
4. Evaluation methods
This section will contain a broad overview of the expected evaluation methods, without being too prescriptive. For example:
- analysis of program data
- consultations with key stakeholders
- survey of program clients.
5. Evaluation governance
Provide the consultants with a description of the arrangements for oversighting the evaluation, with clear roles and responsibilities states, such as:
- a steering committee
- an advisory group.
It can be useful to all parties to state the point that steering committees are there to steer, not to write the report and recommendations of an independent evaluation. Otherwise, why have an independent evaluation?
6. Evaluation reporting
Set out what the outputs of the evaluation are going to be, such as:
- a summary of the client survey results
- a draft report with draft recommendations
- a final report.
7. Evaluation timetable
Set out the starting date and end-date of the project along with any key milestones, such as when each report or deliverable is due.
8. Budget
It is really difficult to respond to RFQs if no budget is provided. Some evaluations can be done on a shoestring while a larger budget may provide for a much more sophisticated, methodologically rigorous design. The risk of providing a specific budget for an evaluation is that it is quite likely that all organisations tendering will come close to budget. Therefore, we recommend setting a range that provides for tenderers to shoot a bit lower and compete on value for money.
9. Selection criteria
Set out the explicit criteria by which you will be assessing tenders and how much each criterion is worth, such as:
- relevant experience (x%)
- proposed methods (x%)
- communication skills (x%)
- price/ value for money (x%).
Make sure the selection criteria are not overlapping and ensure you specify any mandatory criteria.
10. How to apply
Finally, provide clear instructions about how to apply and the closing date. And a final plea …. make sure contact officer going on leave before the closing date!
If you are looking for independent consultants to conduct an evaluation, or develop an RFQ, reach out to the team here.
