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

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

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

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

Be at liberty to leap forward:

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

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

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

I developed an RFP on their behalf to solicit proposals from video manufacturing corporations 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.

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 instructional 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 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 hold this part transient. Simply introduce what you are promoting, 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 steer more healthy lives.

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

2. Outline your undertaking goal and objectives.

After you introduce your self, present an summary of the undertaking. 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 consider 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 holding this part clear and concise. Deal with the aim of the RFP, the sort(s) of distributors you’re on the lookout for, and your objectives. You’ll have a possibility later to supply particular particulars in regards to 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 presently searching for certified distributors to help the event of a public well being video collection on behalf of DoGoodGov. Our purpose is to construct model consciousness, drive net 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 undertaking at a excessive degree. This part is the place you may get into the weeds a bit of bit. State your price range and describe the particular providers you want.

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

Alana’s Tip: You may take numerous approaches when describing the providers you’re searching for 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 undertaking is $12,750.

The chosen agency will probably be chargeable for the ideation, manufacturing, and supply of a three-part video collection to teach teenagers and younger adults about the advantages of dwelling a wholesome way of life.

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

• Writing and modifying video scripts

• Multimedia (audio/video) content material improvement

• Capturing, importing, and organizing uncooked media

• Modifying 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, net)

• Assembly the necessities of Part 508 Compliance for video

• Basic account administration

• Different help as required

4. Name out any limitations or roadblocks.

Right here, you’ll need to point out any challenges particular to your undertaking. This may increasingly embody parts like restricted sources or specialised necessities that the typical vendor might not have or simply receive.

This may increasingly appear counterintuitive, however I’ve discovered that this helps you eradicate unsatisfactory bidders and work out 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 might not absolutely perceive the potential difficulties which will come up. This lack of expertise may result in delayed timelines, elevated prices, or worse — an unsuccessful undertaking.

Instance:

As a federal entity, DoGoodGov requires all supplies, together with multimedia content material, to fulfill 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 could specify in an RFP are expertise, {qualifications}, price, availability, and technical compatibility.

Alana’s Tip: Once I’m constructing out this part, I concentrate on the target standards that my enterprise will use to, properly, choose a successful bid. I’ve discovered that clear choice standards helps improve your possibilities of receiving proposals that really meet your wants.

Instance:

The best vendor:

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

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

• Has expertise creating movies for instructional 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 last choice, and undertaking 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 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 undertaking, both.

Instance:

Submission Data

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

• Undertaking Title or Description: Video Manufacturing Providers

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

• Procurement Contact Particular person: 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 will probably be granted no later than March 1st. Closing 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 common overview, names and credentials of artistic workforce, variety of full-time staff.
• A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they may relate to AJC Well being.
• A consultant choice of multi-channel video content material, audio samples, and undertaking administration plans created for present and previous purchasers.

RFP Template

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

Obtain 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 based mostly in Washington, DC. Our mission is to empower teenagers and younger adults to steer more healthy lives.

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

Undertaking Overview

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 presently searching for certified distributors to help the event of a public well being video collection on behalf of DoGoodGov. Our purpose is to construct model consciousness, drive net visitors, and improve our YouTube advertising and marketing ROI.

2. Finances and Providers Requested

Finances

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

Scope of Work

The chosen agency will probably be chargeable for the ideation, manufacturing, and supply of a three-part video collection to teach teenagers and younger adults about the advantages of dwelling a wholesome way of life.

Duties embody however will not be 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
• Modifying 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, net)
• Assembly the necessities of Part 508 Compliance for video
• Basic account administration
• Different help as required

3. Limitations to Completion

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

4. Choice Standards

The best vendor:

• Has expertise in producing high-quality movies throughout numerous codecs equivalent to live-action, animation, screencast, whiteboard, and academic video
• Has a transparent course of from ideation, manufacturing, revision, and last supply
• Has expertise creating movies for instructional 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 through mail or electronically by the submission deadline.

• Undertaking 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 Particular person: 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 will probably be granted no later than March 1st. Closing 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 common overview, names and credentials of artistic workforce, variety of full-time staff.
• A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they may relate to AJC Well being.
• A consultant choice of multi-channel video content material, audio samples, and undertaking administration plans created for present and previous purchasers.

Ideas for Writing an RFP

Listed here are three ideas from my arsenal that will help you optimize your RFPs to attain a excessive response charge from distributors.

1. Maintain the strains 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 have flexibility in your timeline, I’d additionally advocate 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 will probably be.

2. Be sure your RFP is detailed however scannable.

If I used to be a vendor, I’d be so much much less doubtless to answer your RFP if the undertaking particulars are inadequate or unclear. Nevertheless, you’ll need to strike the stability between offering sufficient however not an excessive amount of element.

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

This permits me to supply 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 undertaking timelines.

Are you able to think about in case you missed a zero in your price range particulars, or included the improper 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 ensure I by no means skip this step.

Go Forth and RFP

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