How to Write a Strong Request for Proposal [Example & Template]

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If I used to be studying a put up about request for proposals (RFP), I’d need to get to the purpose … and quick.

And that’s coming from me, a former advertising marketing consultant of about 5 years with three completely different businesses. I used to create RFPs and submit bids, so I converse from expertise after I say this isn’t all the time probably the most thrilling course of.

That’s OK as a result of I’ve a couple of suggestions up my sleeve to make your RFP improvement course of rather less daunting (and somewhat extra enjoyable, hopefully).

Be at liberty to leap forward:

RFP

A request for proposal (RFP) is a written announcement designed to gather bids from distributors for a selected mission. RFP clearly outlines the mission particulars for each events together with what must be delivered, when, and for the way a lot.

Since I battle dwelling in a world with 1,000,000 acronyms, let’s clear up the distinction between an RFP and RFI earlier than we proceed.

RFP vs RFI

A request for info (RFI) is utilized by firms to get a way of what options can be found in the marketplace. A request for proposal (RFP) invitations distributors to submit bids so firms could make closing selections for a selected enterprise mission.

Right here’s the TL;DR — If what you are promoting has a mission and also you want exterior help, and also you already know what kind of vendor you’re searching for, you should use an RFP to buy round.

Once I labored for a small well being communication agency, one among our authorities purchasers wished us to create an academic video sequence for them.

I developed an RFP on their behalf to solicit proposals from video manufacturing firms since we didn’t have the capabilities to finish this work in home.

Maintain on to this instance — I’ll use it to stroll you thru the RFP writing course of.

Write an RFP

Present background info.
Outline your mission function and targets.
Define the price range and scope of labor.
Name out any boundaries or roadblocks.
Spotlight your choice standards.
Specify your submission course of.

As a reminder, right here’s the instance we’re utilizing for this walkthrough: AJC Well being is creating an RFP on behalf of a authorities consumer, DoGoodGov, for instructional video manufacturing companies.

(The corporate names are made up, however the expertise is actual … I promise.)

1. Present background info.

Your RFP ought to all the time begin with an introduction and overview of what you are promoting. This helps set the stage for potential distributors and permits them to higher perceive who they’ll be working with.

Alana’s Tip: I prefer to maintain this part temporary. Simply introduce what you are promoting, spotlight your mission, and focus on the services and products you present.

Instance:

AJC Well being is a well being communication agency primarily based in Washington, DC. Our mission is to empower teenagers and younger adults to guide more healthy lives.

For over 10 years, we’ve helped purchasers obtain their targets by offering advertising and communications companies together with marketing campaign improvement, copywriting, and multimedia mission help.

2. Outline your mission function and targets.

After you introduce your self, present an summary of the mission. That is your first alternative to explain what you’re hoping to perform and the areas of experience you’re searching for.

I like to think about this part as a method to assist distributors higher perceive your priorities to allow them to tailor their proposals accordingly.

Alana’s Tip: I’d advocate retaining this part clear and concise. Deal with the aim of the RFP, the kind(s) of distributors you’re searching for, and your targets. You’ll have a chance later to offer particular particulars concerning the scope of labor later.

Instance:

The aim of this Request for Proposals (RFP) is to ask companies who concentrate on video manufacturing, dwell motion, animation, and multimedia for instructional functions to submit proposals to our firm.

We’re at present looking for certified distributors to help the event of a public well being video sequence on behalf of DoGoodGov. Our aim is to construct model consciousness, drive internet site visitors, and enhance our YouTube advertising ROI.

3. Define the price range and scope of labor.

Within the final step, we described the mission at a excessive degree. This part is the place you will get into the weeds somewhat bit. State your price range and describe the precise companies you want.

For me, it’s useful to check this part to the “Job Tasks” part in a job description. Give an entire snapshot of what the function entails.

Alana’s Tip: You may take varied approaches when describing the companies you’re looking for in an RFP, however I like to recommend incorporating bullet factors or breaking apart your info in order that it’s simple for distributors to scan.

Instance:

The price range for this mission is $12,750.

The chosen agency might be answerable for the ideation, manufacturing, and supply of a three-part video sequence to teach teenagers and younger adults about the advantages of dwelling a wholesome life-style.

Duties embody however might not be restricted to the next standards:

Writing and enhancing video scripts

Multimedia (audio/video) content material improvement

Capturing, importing, and organizing uncooked media

Enhancing video footage and audio information

Creating static and movement graphics

Including music, voice-over, and sound results

Delivering multi-format video information (e.g., YouTube, social media, internet)

Assembly the necessities of Part 508 Compliance for video

Common account administration

Different help as required

4. Name out any boundaries or roadblocks.

Right here, you’ll need to point out any challenges particular to your mission. This will embody parts like restricted assets or specialised necessities that the typical vendor could not have or simply get hold of.

This will appear counterintuitive, however I’ve discovered that this helps you remove unsatisfactory bidders and determine which distributors have the talents to deal with these challenges.

Alana’s Tip: It’s essential to be clear right here. In any other case, distributors could not totally perceive the potential difficulties that will come up. This lack of information may result in delayed timelines, elevated prices, or worse — an unsuccessful mission.

Instance:

As a federal entity, DoGoodGov requires all supplies, together with multimedia content material, to satisfy the necessities of Part 508 Compliance. Distributors should have specialised data in 508-Compliance for video manufacturing.

5. Spotlight your choice standards.

Now it’s time to specify which expertise, companies, and market experience are required for consideration. That is the time to get particular, similar to we did within the scope of labor part.

Some examples of choice standards that you may specify in an RFP are expertise, {qualifications}, price, availability, and technical compatibility.

Alana’s Tip: Once I’m constructing out this part, I deal with the target standards that my enterprise will use to, properly, decide a successful bid. I’ve discovered that clear choice standards helps enhance your possibilities of receiving proposals that truly meet your wants.

Instance:

The best vendor:

Has expertise in producing high-quality movies throughout varied codecs resembling live-action, animation, screencast, whiteboard, and academic video

Has a transparent course of from ideation, manufacturing, revision, and closing supply

Has expertise creating movies for instructional functions (public well being data and expertise is a plus)

Has demonstrated data within the necessities of Part 508 Compliance

Can present a extremely responsive, collaborative, and clear communication course of

6. Specify your submission course of.

The choice standards and the submission course of define go hand-in-hand to make sure you find yourself with a powerful assortment of proposals.

Inform distributors the place to submit their bids and to whom, and provides them a timeline that features the submission deadline, date for closing choice, and mission completion date. Then, inform them precisely what you need them to submit.

Alana’s Tip: I’d deal with the submission course of as a take a look at for who’s able to assembly your necessities. If a vendor can’t full all parts of your proposal, you most likely can’t belief them to complete your mission, both.

Instance:

Submission Data

Submissions could also be despatched through mail or electronically by the submission deadline.

Challenge Title or Description: Video Manufacturing Companies

Metropolis, State, Zip Code: Silver Spring, MD 20906

Procurement Contact Individual: Alana Chinn

Phone Variety of PCP: 123-456-7890

E-mail Tackle of PCP: achinn@consulting.com

Submission Timeline

Proposals have to be submitted by February tenth. The award might be granted no later than March 1st. Remaining video supply should happen by June thirtieth.

Submission Standards

A submission should, at a minimal, embody the next parts:

Description of the agency that features a normal overview, names and credentials of artistic group, variety of full-time staff.
A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they could relate to AJC Well being.
A consultant choice of multi-channel video content material, audio samples, and mission administration plans created for present and previous purchasers.

RFP Template

Under, I’ve included one among my favourite RFP templates. (It’s ours at HubSpot, so I could also be somewhat biased.)

Download a free, editable RFP template.

You should utilize this template to construct your preliminary construction, however I’d advocate tailoring your RFP to greatest articulate your organization’s wants.

RFP Pattern

1. Introduction

Background

AJC Well being is a well being communication agency primarily based in Washington, DC. Our mission is to empower teenagers and younger adults to guide more healthy lives.

Challenge Overview

2. Price range and Companies Requested

Price range

The price range for this mission is $12,750.

Scope of Work

Duties embody however might not be restricted to the next standards:

Ideating video ideas
Writing and enhancing video scripts
Multimedia (audio/video) content material improvement
Capturing, importing, and organizing uncooked media
Enhancing video footage and audio information
Creating static and movement graphics
Including music, voice-over, and sound results
Delivering multi-format video information (e.g., YouTube, social media, internet)
Assembly the necessities of Part 508 Compliance for video
Common account administration
Different help as required

3. Obstacles to Completion

4. Choice Standards

The best vendor:

Has expertise in producing high-quality movies throughout varied codecs resembling live-action, animation, screencast, whiteboard, and academic video
Has a transparent course of from ideation, manufacturing, revision, and closing supply
Has expertise creating movies for instructional functions (public well being data and expertise is a plus)
Has demonstrated data within the necessities of Part 508 Compliance
Can present a extremely responsive, collaborative, and clear communication course of

5. Submission Course of

Contact Data

Submissions could also be despatched through mail or electronically by the submission deadline.

Challenge Title or Description: Video Manufacturing Companies
Firm Title: AJC Well being
Tackle: 123 Howie Ave.
Metropolis, State, Zip Code: Silver Spring, MD 20906
Procurement Contact Individual: Alana Chinn
Phone Variety of PCP: 123-456-7890
E-mail Tackle of PCP: achinn@consulting.com
Fax Quantity: N/A

Timeline

Proposals have to be submitted by February tenth. The award might be granted no later than March 1st. Remaining video supply should happen by June thirtieth.

Submission Standards

A submission should, at a minimal, embody the next parts:

Description of the agency that features a normal overview, names and credentials of artistic group, variety of full-time staff.
A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they could relate to AJC Well being.
A consultant choice of multi-channel video content material, audio samples, and mission administration plans created for present and previous purchasers.

Ideas for Writing an RFP

Listed below are three suggestions from my arsenal that can assist you optimize your RFPs to attain a excessive response fee from distributors.

1. Preserve the traces of communication open.

Offering entry to a degree of contact reveals that your organization is invested within the vendor response course of and helps you proactively set up a rapport.

And when you’ve got flexibility in your timeline, I’d additionally advocate that you just encourage potential distributors to ask questions and search clarification earlier than submitting a proposal.

The extra they perceive your wants, the higher their proposals might be.

2. Be sure that your RFP is detailed however scannable.

If I used to be a vendor, I’d be quite a bit much less possible to answer your RFP if the mission particulars are inadequate or unclear. Nonetheless, you’ll need to strike the steadiness between offering sufficient however not an excessive amount of element.

I like to verify every of my sections are well-defined, and the doc is definitely scannable. To do that, I take full benefit of formatting choices, like bullet factors and headings.

This permits me to offer the required info in a digestible method.

3. Proofread your RFP earlier than you go dwell.

Final however by no means least? Proofread your RFP — then proofread it once more. Why? As a result of even small errors may derail mission timelines.

Are you able to think about if you happen to missed a zero in your price range particulars, or included the mistaken date on your proposal deadline? Each may drive a restart of the whole RFP course of and waste treasured time.

Simply the considered that alone is sufficient to verify I by no means skip this step.

Go Forth and RFP

See, that was type of thrilling … proper? Effectively, on the very least, I hope this helped simplify the RFP course of for you.

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