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The right way to Write a Sturdy Request for Proposal [Example & Template]

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The right way to Write a Sturdy 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.

Download Now: Free RFP Templates

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.

RFP vs RFI

A request for data (RFI) is utilized by firms to get a way of what options can be found available on the market. A request for proposal (RFP) invitations distributors to submit bids so firms could make closing choices for a particular enterprise undertaking.

Right here’s the TL;DR — If what you are promoting has a undertaking and also you want exterior assist, and also you already know what kind of vendor you’re in search of, you should utilize 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 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.

The right way to Write an RFP

  1. Present background data.
  2. Outline your undertaking function and targets.
  3. Define the price range and scope of labor.
  4. Name out any obstacles or roadblocks.
  5. Spotlight your choice standards.
  6. 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 shopper, DoGoodGov, for academic video manufacturing companies.

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

1. Present background data.

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.

Professional tip: I prefer to maintain this part transient. Simply introduce what you are promoting, spotlight your mission, and talk about the services and products 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 purchasers obtain their targets by offering advertising and marketing and communications companies together with marketing campaign growth, copywriting, and multimedia undertaking assist.

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:

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:

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.

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

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

HubSpot's Request for Proposal (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

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.

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

Undertaking Overview

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.

2. Price range and Companies Requested

Price range

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

Scope of Work

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:

3. Boundaries 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 perfect vendor:

5. Submission Course of

Contact Info

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

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

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

1. Preserve 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 shall be.

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

If I used to be a vendor, I’d be lots much less possible to answer your RFP if the undertaking particulars are inadequate or unclear. Nevertheless, 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 well scannable. To do that, I take full benefit of formatting choices, like bullet factors and headings.

This enables me to offer the required data in a digestible means.

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 undertaking timelines.

Are you able to think about when you missed a zero in your price range particulars, or included the fallacious date in your proposal deadline? Each may pressure a restart of the complete RFP course of and waste valuable 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? Nicely, on the very least, I hope this helped simplify the RFP course of for you.

Editor’s be aware: This publish was initially revealed in June 2018 and has been up to date for comprehensiveness.



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Di [email protected]

Emarketing World Admin, the driving force behind EmarketingWorld.online, is a seasoned expert in the field of digital marketing and e-commerce. With a wealth of experience and a passion for innovation, Emarketing World Admin has dedicated their career to helping businesses and entrepreneurs navigate the complexities of online marketing and achieve their digital goals. Through EmarketingWorld.online, they provide valuable insights, strategies, and tools to empower others in the ever-evolving world of digital marketing.### Early Life and Introduction to MarketingFrom an early age, Emarketing World Admin exhibited a keen interest in technology and communication. Growing up during the rise of the internet, they were fascinated by the potential of digital platforms to connect people and transform businesses. 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They hold a degree in Marketing or a related field from a reputable institution, supplemented by specialized certifications in areas such as search engine optimization (SEO), pay-per-click (PPC) advertising, and social media marketing.In addition to their formal education, Emarketing World Admin has actively pursued ongoing professional development. They regularly attend industry conferences, webinars, and workshops to stay current with the latest trends, tools, and best practices in digital marketing. This commitment to continuous learning ensures that their insights and strategies are always aligned with the evolving digital landscape.### Professional Experience and AchievementsWith over a decade of experience in digital marketing, Emarketing World Admin has held various roles, including digital marketing strategist, SEO consultant, and e-commerce specialist. Their career includes working with a diverse range of clients, from startups to established corporations, across various industries.Throughout their career, Emarketing World Admin has achieved significant milestones, such as successfully managing high-profile digital campaigns, increasing online visibility for numerous brands, and driving substantial revenue growth through targeted marketing strategies. Their expertise encompasses a wide array of digital marketing disciplines, including content marketing, email marketing, data analytics, and conversion optimization.### The Birth of EmarketingWorld.onlineEmarketingWorld.online was created out of Emarketing World Admin’s desire to share their extensive knowledge and experience with a broader audience. The website was launched as a comprehensive resource for individuals and businesses looking to enhance their digital marketing efforts.The platform features a wide range of content, including in-depth articles, how-to guides, case studies, and expert interviews. Emarketing World Admin is dedicated to providing actionable insights and practical advice that users can implement to achieve their marketing goals. The website also offers tools and resources designed to help users analyze their marketing performance and optimize their strategies.### Philosophy and MissionThe core philosophy of EmarketingWorld.online revolves around the belief that effective digital marketing is both an art and a science. 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Emarketing World Admin is known for their ability to translate complex marketing concepts into practical, easy-to-understand advice.In addition to content creation, Emarketing World Admin actively engages with the EmarketingWorld.online community. Through social media interactions, email newsletters, and direct feedback from readers, Emarketing World Admin fosters a dynamic and supportive environment. They are committed to addressing user questions, offering personalized recommendations, and building a network of digital marketing professionals and enthusiasts.### Looking AheadAs EmarketingWorld.online continues to grow, Emarketing World Admin is excited about the future and the opportunity to expand the platform’s offerings. 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