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

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

an rfp represented by an exchange of information

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

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

Desk of Contents

RFP

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

Since I wrestle residing in a world with one million 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 ultimate selections for a selected enterprise mission.

Right here’s the TL;DR — If your enterprise has a mission and also you want exterior help, and also you already know what sort of vendor you’re on the lookout for, you need to use an RFP to buy round.

After I labored for a small well being communication agency, one in all our authorities shoppers needed 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.

Learn how to Write an RFP

Present background info.
Outline your mission goal and objectives.
Define the price range and scope of labor.
Name out any obstacles 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 growing an RFP on behalf of a authorities consumer, DoGoodGov, for academic video manufacturing providers.

(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 your enterprise. This helps set the stage for potential distributors and permits them to higher perceive who they’ll be working with.

Professional tip: I prefer to maintain this part temporary. Simply introduce your enterprise, spotlight your mission, and talk about the services you present.

Instance:

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

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

2. Outline your mission goal and objectives.

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 on the lookout 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.

Professional tip: I’d suggest protecting this part clear and concise. Give attention to the aim of the RFP, the kind(s) of distributors you’re on the lookout for, and your objectives. You’ll have a possibility 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 specialise in video manufacturing, reside motion, animation, and multimedia for academic functions to submit proposals to our firm.

We’re presently in search of certified distributors to help the event of a public well being video sequence on behalf of DoGoodGov. Our objective is to construct model consciousness, drive internet visitors, and improve our YouTube advertising and marketing 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 may get into the weeds a little bit bit. State your price range and describe the precise providers you want.

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

Professional tip: You may take varied approaches when describing the providers you’re in search of in an RFP, however I like to recommend incorporating bullet factors or breaking apart your info in order that it’s straightforward for distributors to scan.

Instance:

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

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

Duties embrace however is probably not restricted to the next standards:

Writing and modifying video scripts

Multimedia (audio/video) content material improvement

Capturing, importing, and organizing uncooked media

Enhancing video footage and audio recordsdata

Creating static and movement graphics

Including music, voice-over, and sound results

Delivering multi-format video recordsdata (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 obstacles or roadblocks.

Right here, you’ll wish to point out any challenges particular to your mission. This may occasionally embrace parts like restricted sources or specialised necessities that the common vendor could not have or simply receive.

This may occasionally appear counterintuitive, however I’ve discovered that this helps you eradicate unsatisfactory bidders and determine which distributors have the abilities to sort out these challenges.

Professional 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 understanding 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 information in 508-Compliance for video manufacturing.

5. Spotlight your choice standards.

Now it’s time to specify which expertise, providers, 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 would be able to specify in an RFP are expertise, {qualifications}, value, availability, and technical compatibility.

Professional tip: After I’m constructing out this part, I deal with the target standards that my enterprise will use to, effectively, choose a successful bid. I’ve discovered that clear choice standards helps improve your probabilities of receiving proposals that really meet your wants.

Instance:

The best vendor:

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

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

Has expertise creating movies for academic functions (public well being information and expertise is a plus)

Has demonstrated information 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 robust 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 ultimate choice, and mission completion date. Then, inform them precisely what you need them to submit.

Professional tip: I’d deal with the submission course of as a check for who’s able to assembly your necessities. If a vendor can’t full all parts of your proposal, you in all probability can’t belief them to complete your mission, both.

Instance:

Submission Data

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

Mission Title or Description: Video Manufacturing Providers

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. Closing video supply should happen by June thirtieth.

Submission Standards

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

Description of the agency that features a common overview, names and credentials of inventive crew, 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 number of multi-channel video content material, audio samples, and mission administration plans created for present and previous shoppers.

RFP Template

Beneath, I’ve included one in all my favourite RFP templates. (It’s ours at HubSpot, so I could also be a little bit biased.)

Download a free, editable RFP template.

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

RFP Pattern

1. Introduction

Background

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

Mission Overview

The aim of this Request for Proposals (RFP) is to ask companies who specialise in video manufacturing, reside motion, animation, and multimedia for academic functions to submit proposals to our firm.

2. Finances and Providers Requested

Finances

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

Scope of Work

Duties embrace however is probably not restricted to the next standards:

Ideating video ideas
Writing and modifying video scripts
Multimedia (audio/video) content material improvement
Capturing, importing, and organizing uncooked media
Enhancing video footage and audio recordsdata
Creating static and movement graphics
Including music, voice-over, and sound results
Delivering multi-format video recordsdata (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 corresponding to live-action, animation, screencast, whiteboard, and academic video
Has a transparent course of from ideation, manufacturing, revision, and ultimate supply
Has expertise creating movies for academic functions (public well being information and expertise is a plus)
Has demonstrated information 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 by way of mail or electronically by the submission deadline.

Mission Title or Description: Video Manufacturing Providers
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. Closing video supply should happen by June thirtieth.

Submission Standards

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

Description of the agency that features a common overview, names and credentials of inventive crew, 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 number of multi-channel video content material, audio samples, and mission administration plans created for present and previous shoppers.

Ideas for Writing an RFP

Listed here are three suggestions from my arsenal that will help you optimize your RFPs to realize a excessive response fee from distributors.

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1. Hold the traces of communication open.

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

And in case you have flexibility in your timeline, I’d additionally suggest that you simply 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 certain your RFP is detailed however scannable.

If I used to be a vendor, I’d be rather a lot much less doubtless to reply to your RFP if the mission particulars are inadequate or unclear. Nevertheless, you’ll wish to strike the stability 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 enables me to offer the required info in a digestible method.

3. Proofread your RFP earlier than you go reside.

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 in case you missed a zero in your price range particulars, or included the mistaken date to your proposal deadline? Each may power a restart of your complete RFP course of and waste treasured time.

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