How to Create a Great RFP for 3d Rendering Services
We get a lot of requests for proposals (RFP). It is a common exchange between a brand and a creative agency, and for good reasons. Clients want to standardize proposals from multiple vendors so you can compare apples to apples. The RFP sets those parameters, so it's the best way for a brand to choose the best agency or freelancer for the project. Sounds easy enough, right? Unfortunately, it isn’t quite as simple as that.
Finding a Creative Partner
The ultimate goal should be to find the right creative partner. This is after all, why you are hiring a rendering studio in the first place. But most RFP processes do not accurately reflect the real-life working dynamic. You want to hire the expertise but they also have to be the right fit for your brand. How do you establish a relationship with a vendor, if you are dictating the terms? It’s almost counter-intuitive.
Our favorite metaphor is that of a restaurant. You don’t call ahead and place constraints on the chef before dinner, and you certainly don’t tell them how to run their restaurant. In short, RFPs aren’t always the most realistic representation of a firm’s work. They can often help you find the agency that is best at pitching—not necessarily the agency that would be the best partner for the work you need help with.
So how do you find the best 3d rendering service partner? RFPs aren’t all bad, but after 20+ years, we’ve seen enough to offer up a few tips on how to make the RFP process more effective for everyone involved.
How to Create a Better RFP for 3d Rendering Services
First, remember that RFPs take time and resources – both from you and the agency. Make sure you are barking up the right tree. Do you research and make sure the rendering service provider or creative agency has case studies or portfolio examples that match your needs. Sometimes this may be all it takes to make a decision.
Next, make sure the agency is a good fit. Past work is probably a good comparison as to how your project will turn out, but remember every project and client is different. Final renderings may not tell the entire story of the project. You are also trying to figure out how good the service provider is at tackling real-life work on budget and on deadline.
If you are ready to write a custom RFP, here are five things you can do for a successful relationship.
Research Your 3d Rendering Service Provider
The boss wants 3 quotes by tomorrow. Throwing a wide net fishing for quotes is not the best approach. Experienced rendering firms know when they are getting a generic RFP and may not respond, or they won’t try very hard. I know, because we do this. In the end this will create more work for you. Emailing a standard RFP back and forth with lots of rendering service agencies will only get you a bunch of generic responses and more questions than answers. You want fewer, high-quality bids with serious firms. If you want better bids, do some research and pre-qualify your vendors.
- Look for service providers that specialize in your industry. You can benefit from exploring their portfolio and work experience.
- Get referrals from colleagues or trusted sources. Not yelp or internet reviews. Everybody is a 5-star business online.
- Review their portfolio. Do they have applicable case studies? Have they done the type of project you are looking for? Do the final renderings look like the work product you want for your project?
- Check the context. Do they speak your language? Are they in your timezone? How will the work process fit your day to day production schedule?
Remember that creative firms are run by people. Most people, and especially artists, are more motivated when they feel their work is appreciated. A rendering company will feel more valuable if they are approached in a way that makes them feel like a partner. You’ll get a better response and a more thorough proposal.
Keep it Simple
RFPs are creative briefs. If you haven’t thoroughly described the project internally you won’t be able to communicate your needs to the vendor. If you want a creative solution, help people understand your challenge. Next, clearly explain what you’re looking for and what you have, or don’t have up front. Don’t waste everyone’s time with a lot of unknowns and to be determined aspects. Again, you will probably be ignored by high-quality agencies. Keep the RFP conversation one-on-one. Too many cooks can over complicate the process before the project has even begun.
Be Open to Questions
It’s not a one-way street. You want a creative partner, not a task rabbit. You are paying a premium for the knowledge and experience of the 3d rendering firm. Use it. Your team may have already spent a lot of resources on the problem, and you probably developed a solution. But you may not know the technical requirements to produce the final outcome. Work with the service provider to develop the strongest solution. They might just have an idea that you didn’t think of or a suggestion to streamline the process to save time and or money. Your RFP should be more of a creative framework to guide the conversation – not a list of demands.
Proposals Take Time
Your world is driven by the Budget-Client Satisfaction framework, and so is ours. You need a team who understands design as well as you do. Great work doesn’t happen overnight. Give them time to think. An RFP with a tight turnaround may not get the attention you want to get a thoughtful calculated response. Rendering studios like ours don’t have a dedicated business developer that spends 24/7 writing proposals. The partners need time to evaluate the problem, discuss, prepare a clear presentation, and get back to you.
Let the Experts be Experts
You are sending out an RFP for 3d rendering services for a reason. You want an expert consultant to help with your project. Set your preconceived solution aside and consult with the creative agency. A good experienced partner agency will work with you to find a creative solution that fits the constraints of your project. If you have an impossible deadline or unreasonable budget, don’t beat around the bush. Just be straight-forward and tell them what they need to know. The consultant agency may even suggest an alternate vendor solution – I know we have.
And finally, remember – the RFP is just the beginning. The 3d rendering firm you chose to work with will become a long-term partner. Tell it to them straight and in simple language. Ask questions and listen to answers. Be respectful, open and honest and you’ll get the same back.
Now that you know how to build a successful RFP, shoot one our way when you are looking for a 3d rendering partner on your next project!
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