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If you are requesting a quotation, to ensure you receive a response which clearly addresses your needs, consider including some of the following in your request:
1. Some background information about your organisation (turnover, services/products, locations, etc); include an org chart if it will help us as prospective consultants understand you better.
2. Consider your criteria for success. Specify the tasks to be performed. Draft terms of reference to include precise objectives and observable milestones related to performance, products, and expected level of effort tied to deliverables.
3. Appoint one staff member who understands the scope of the consultant’s work as liaison to facilitate clear communication and efficiency in the work. List any other resources you can and cannot offer (your own staff, offices, etc).
4. Specify your required method of reporting – including establishing regular e-mail, phone, and/or face-to- face meeting updates. Require interim progress reports tied to performance milestones that describe activities accomplished, activities planned, and any problems encountered, as well as corrective actions taken. (See our Project Management Reporting Template - on this site in "About Us", under "PRINCE2 Quality Project Management")
5. When developing your budget guidelines, consider a range of models - establishing a timeframe; a phased payment schedule tied to observable milestones or completion of specific tasks; or engagement at an agreed rate to explore opportunities.
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