I recently completed an RFP that requested six paper copies in addition to a digital version of the proposal. Why not just skip the multiple paper copies and eliminate the rigamarole involved with collating and FedExing and just accept electronically submitted PDFs?
It seems to me there are only two arguments against this modest proposal:
1) "Making people go through the process of preparing multiple paper copies of PDFs shows that they are serious about submitting." The previous statement is actually a paraphrase from a museum person, made when I suggested that electronic/PDF responses be allowed. I don't think I could summarize how mindless much of the PDF process is better than that.
2) PDFs of finished submissions with graphics and images will be too large to easily send electronically. Well that's a bogus excuse, and here's why: YouSendIt.
YouSendIt is a service that lets you easily transmit large files (up to 100 MB, using the free version) without any FTP hassles or email bouncebacks.
Even though a standard of Electronic RFPs might not happen anytime soon, you can put YouSendIt to good use in your own workstream today.
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