Rate Benchmarking and RFP Bid Pack

You cannot negotiate what you cannot define.

This pack creates a clean RFP process so supplier bids are comparable and enforceable.

What you will produce

1. Scope definition that removes ambiguity
2. Benchmark rate table
3. RFP packet with submission rules
4. Bid comparison sheet
5. Negotiation checklist

Step-by-step implementation

Step 1: Define scope in plain language

If scope is vague, bids will be vague.

Step 2: Establish a benchmark

Benchmarks can be:

• prior contract rates
• peer rates
• internal best rates across locations
• a conservative market reference

Step 3: Issue an RFP with strict formatting rules

Strict rules reduce hidden assumptions.

Step 4: Compare bids using one evaluation sheet

You want apples-to-apples comparison.

Templates

A) Benchmark rate table (copy and paste)

Copyable template (TEXT)
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Benchmark Rate Table

Category:
Date:
Benchmark source:

| Line item | Unit | Current rate | Benchmark rate | Notes |
| --------- | ---- | -----------: | -------------: | ----- |

B) RFP requirements (copy and paste)

Copyable template (TEXT)
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RFP Requirements

Submission deadline:
Submission format:

Required sections:
1) Company overview and relevant experience
2) Pricing in the provided rate table format
3) Service levels and response times
4) Implementation plan and timeline
5) References

Rules:
- Pricing must be provided at the line item level.
- Any assumptions must be explicitly stated.
- Any exclusions must be explicitly stated.

C) Bid comparison sheet (copy and paste)

Copyable template (TEXT)
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Bid Comparison Sheet

| Supplier | Total projected cost | Key rate deltas | Service risk | Implementation risk | Notes |
| -------- | -------------------: | -------------- | ------------ | ------------------- | ----- |

D) Negotiation checklist (copy and paste)

Copyable template (TEXT)
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Negotiation Checklist

- Confirm scope is identical across bidders
- Identify top five line items by spend for rate focus
- Require a rate card with change control rules
- Confirm service levels and penalties
- Confirm invoice format and dispute handling
- Define renewal and pricing escalator rules

Common failure modes

• letting suppliers bid different scopes
• accepting bundled pricing you cannot audit
• awarding based on price without enforceable service levels