Dear Mr. Higgonbottom: Our vendor RFPs trigger a million questions. How do we write them so that bids are comparable?

Dear Mr. Higgonbottom,

Our vendor RFPs trigger a million questions, and when the proposals come back, they’re all over the place. How do we write them so bids are actually comparable?

—Overwhelmed by Options

Dear Overwhelmed,

Your team reviews three proposals, and within minutes, it’s clear they’re solving three different problems. That’s usually where the review stalls and the questions start piling up.

If your RFP is generating constant questions, it’s doing more interpreting than directing. Vendors don’t have enough structure to respond the same way.

A strong RFP gives vendors a clear lane to operate in. Without that, each one fills in the gaps differently—and comparison breaks down.

Start with scope. When one vendor includes post-launch support and another doesn’t, you’re not comparing bids—you’re comparing assumptions. That’s how a “lower” bid turns into a higher cost later.

Define boundaries clearly. Call out what’s included, what’s not, and where vendors shouldn’t fill in the blanks.

Next, tighten your deliverables. “Provide training” can mean a one-hour walkthrough or a full onboarding program with documentation and support.

Spell out what’s being delivered. For example: two live sessions, recorded materials, and a written guide within 30 days of launch—so every vendor is pricing the same effort.

Then control how vendors respond. If one proposal is a narrative and another is a spreadsheet, you’re not comparing bids—you’re sorting through formats.

Require structure upfront. Use a consistent pricing table or cost breakdown so you can compare line by line.

Be clear about how you’ll evaluate proposals. If vendors are guessing what matters most, their proposals will reflect that.

Define it for them. For example: cost 40%, timeline 30%, and experience 30% keeps responses focused and consistent.

Finally, surface assumptions early. If your timeline depends on internal approvals or access to data, say so upfront—otherwise delays show up after selection.

Require a short “assumptions” section in every response so nothing stays hidden.

Do this well, and the process changes quickly. Instead of chasing answers, you’re comparing apples-to-apples bids.

Start small. Tighten one section in your next RFP and watch how quickly responses improve.

Good luck!

—Mr. Higgonbottom