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 marketing consultant of about 5 years with three totally different businesses. I used to create RFPs and submit bids, so I communicate 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 number of suggestions up my sleeve to make your RFP growth course of rather less daunting (and just a little extra enjoyable, hopefully).
Desk of Contents
RFP
A request for proposal (RFP) is a written announcement designed to gather bids from distributors for a particular undertaking. A very good RFP clearly outlines the undertaking particulars for each events together with what must be delivered, when, and for the way a lot.
Since I wrestle residing in a world with 1,000,000 acronyms, let’s clear up the distinction between an RFP and RFI earlier than we proceed.
Maintain on to this instance — I’ll use it to stroll you thru the RFP writing course of.
(The corporate names are made up, however the expertise is actual … I promise.)
1. Present background data.
2. Outline your undertaking function and targets.
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 in search of.
I like to think about this part as a means to assist distributors higher perceive your priorities to allow them to tailor their proposals accordingly.
Professional tip: I’d suggest maintaining this part clear and concise. Deal with the aim of the RFP, the sort(s) of distributors you’re in search of, 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, reside motion, animation, and multimedia for academic functions to submit proposals to our firm.
We’re at the moment in search of certified distributors to assist the event of a public well being video sequence on behalf of DoGoodGov. Our aim is to construct model consciousness, drive net site 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 just a little bit. State your price range and describe the precise companies you want.
For me, it’s useful to match this part to the “Job Duties” part in a job description. Give a whole snapshot of what the function entails.
Professional tip: You possibly can take numerous approaches when describing the companies you’re in search of in an RFP, however I like to recommend incorporating bullet factors or breaking apart your data in order that it’s simple for distributors to scan.
Instance:
The price range for this undertaking is $12,750.
The chosen agency shall be liable 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 way of life.
Duties embody however is probably not restricted to the next standards:
- Writing and modifying video scripts
- Multimedia (audio/video) content material growth
- 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, net)
- Assembly the necessities of Part 508 Compliance for video
- Normal account administration
- Different help as required
4. Name out any obstacles or roadblocks.
Right here, you’ll need to point out any challenges particular to your undertaking. This may occasionally embody components like restricted assets or specialised necessities that the typical vendor could not have or simply acquire.
This may occasionally appear counterintuitive, however I’ve discovered that this helps you get rid of 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 know-how 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 abilities, 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 you could specify in an RFP are expertise, {qualifications}, value, availability, and technical compatibility.
Professional tip: Once I’m constructing out this part, I give attention to the target standards that my enterprise will use to, nicely, decide a successful bid. I’ve discovered that clear choice standards helps improve your probabilities of receiving proposals that truly meet your wants.
Instance:
The perfect vendor:
- Has expertise in producing high-quality movies throughout numerous codecs reminiscent of 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 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 closing choice, and undertaking 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 components of your proposal, you most likely can’t belief them to complete your undertaking, both.
Instance:
Submission Info
Submissions could also be despatched by way of mail or electronically by the submission deadline.
- Undertaking Title or Description: Video Manufacturing Companies
- Metropolis, State, Zip Code: Silver Spring, MD 20906
- Procurement Contact Particular person: Alana Chinn
- Phone Variety of PCP: 123-456-7890
- E-mail Handle of PCP: achinn@consulting.com
Submission Timeline
Proposals should be submitted by February tenth. The award shall be granted no later than March 1st. Ultimate video supply should happen by June thirtieth.
Submission Standards
A submission should, at a minimal, embody the next components:
- Description of the agency that features a common overview, names and credentials of artistic crew, variety of full-time staff.
- A one-page narrative outlining the agency’s strengths and distinguishing abilities or capabilities as they could relate to AJC Well being.
- A consultant number of multi-channel video content material, audio samples, and undertaking administration plans created for present and previous purchasers.
RFP Template
Obtain a free, editable RFP template.
You need to use 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
2. Price range and Companies Requested
The price range for this undertaking is $12,750.
Duties embody however is probably not restricted to the next standards:
- Ideating video ideas
- Writing and modifying video scripts
- Multimedia (audio/video) content material growth
- 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, net)
- Assembly the necessities of Part 508 Compliance for video
- Normal account administration
- Different help as required
3. Boundaries to Completion
4. Choice Standards
- Has expertise in producing high-quality movies throughout numerous codecs reminiscent of 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 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
Submissions could also be despatched by way of mail or electronically by the submission deadline.
- Undertaking Title or Description: Video Manufacturing Companies
- Firm Title: AJC Well being
- Handle: 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 Handle of PCP: achinn@consulting.com
- Fax Quantity: N/A
Timeline
Proposals should be submitted by February tenth. The award shall be granted no later than March 1st. Ultimate video supply should happen by June thirtieth.
Submission Standards
A submission should, at a minimal, embody the next components:
- Description of the agency that features a common overview, names and credentials of artistic crew, variety of full-time staff.
- A one-page narrative outlining the agency’s strengths and distinguishing abilities or capabilities as they could relate to AJC Well being.
- A consultant number of multi-channel video content material, audio samples, and undertaking administration plans created for present and previous purchasers.
Ideas for Writing an RFP
1. Preserve the traces of communication open.
The extra they perceive your wants, the higher their proposals shall be.
2. Be certain that your RFP is detailed however scannable.
This enables me to offer the required data in a digestible means.
3. Proofread your RFP earlier than you go reside.
Simply the considered that alone is sufficient to verify I by no means skip this step.