Common RFQ Roadblocks CRE Teams Face
The RFQ process should be straightforward: ask for quotes, compare vendors, then pick the best deal. Unfortunately, it doesn’t always go over like that. CRE teams are constantly dealing with:
- Inconsistent details across vendors
- Confusing project scope & specifications
- Timeline delays
- Constant back-and-forth
- Sign compliance and local regulations issues
- Hidden or unexpected costs
Every vendor seems to have their own idea of what information needs to be included in an RFQ, and trying to compare them against each other feels like comparing apples and oranges. Part of the problem is that vague requests will lead to vague quotes. The last thing you want to do is spend time sorting through confusing quotes with unclear terms.
When you’re tight on time, an unclear RFQ process can completely throw you off your schedule and leave you scrambling or forced to sign a deal you don’t really want.
How to Get Clear, Competitive Quotes
When you’re putting in a request for a quote to multiple vendors, there are some steps you can take to help avoid a lot of the issues that CRE teams have. The more information you include in the RFQ, the better the responses you’ll get.
1. Clearly Define Your Project
The first thing you should do is standardize your RFQ; be consistent and detailed with each vendor so that you’re making comparable comparisons. If they’re not detailed, vendors can submit incomplete quotes and slow the process down. Include details like:
- The type of sign you need
- Where it needs to be installed
- The approximate size and materials
- Branding and/or artwork specifications
- Expected timeline and deadline
2. Be Specific About Artwork and Brand Guidelines
Artwork approval can be the longest step in the signage project because of all the back-and-forth. You should include any artwork specifications or references that you have to help minimize revisions that can take up a lot of time. This will help vendors give you the most accurate pricing for design work.
3. Request a Cost Breakdown
The next thing you should do is request a breakdown of all costs upfront so you’re not blindsided by additional costs later. There’s no reason why you should be getting caught off guard. And don’t be intimidated by a vendor’s vagueness. Request clarification on all line items, and if a vendor doesn’t share all the details, it should be a red flag to your team.
4. Set Clear Timeline Expectations
Part of getting an accurate quote includes being clear about the timeline you’re working with. If a vendor is not able to meet your expectations, it’s best to be clear about that upfront. Your RFQ should include a quote submission deadline, expected artwork approval date, and an installation date deadline.
5. Compliance and Permits
Most cities have their own specific regulations around signage installation, and if you know them ahead of time, it can give potential vendors the opportunity to account for any permit costs in their pricing. Having early insight into location-specific installation restrictions can also help make the installation phase go more smoothly.
Stop letting unclear quotes slow down your projects and start standardizing your RFQs. You’ll notice fewer mistakes and miscommunications with vendors, ultimately saving your team time and money.
