How you can Write a Sturdy Request for Proposal [Example & Template]

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.

Right here’s the TL;DR — If your corporation 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 should utilize an RFP to buy round.

After I labored for a small well being communication agency, one among 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 academic video manufacturing providers.

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

1. Present background data.

Your RFP ought to at all times begin with an introduction and overview of your corporation. This helps set the stage for potential distributors and permits them to higher perceive who they’ll be working with.

Professional tip: I wish to maintain this part temporary. Simply introduce your corporation, 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 steer more healthy lives.

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

2. Outline your mission objective 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 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 advocate conserving this part clear and concise. Give attention to the aim of the RFP, the sort(s) of distributors you’re on the lookout for, and your targets. You’ll have a chance 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 specialise in video manufacturing, reside motion, animation, and multimedia for academic functions to submit proposals to our firm.

We’re presently looking for certified distributors to help the event of a public well being video collection on behalf of DoGoodGov. Our objective is to construct model consciousness, drive net visitors, and improve 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 may get into the weeds just a little bit. State your price range and describe the precise providers 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 position entails.

Professional tip: You’ll be able to take varied approaches when describing the providers you’re looking for 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 mission is $12,750.

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

Duties embody however might not be 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 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

• Basic 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 may occasionally embody components like restricted sources or specialised necessities that the common vendor might not have or simply get hold of.

This may occasionally 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.

Professional tip: It’s essential to be clear right here. In any other case, distributors might not absolutely 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 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, providers, and market experience are required for consideration. That is the time to get particular, identical to we did within the scope of labor part.

Some examples of choice standards you can specify in an RFP are expertise, {qualifications}, price, 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 equivalent to live-action, animation, screencast, whiteboard, and academic video

• Has a transparent course of from ideation, manufacturing, revision, and remaining 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 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 remaining 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 take a look at for who’s able to assembly your necessities. If a vendor can’t full all components 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.

• Venture Identify 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

• Electronic mail Deal with of PCP: achinn@consulting.com

Submission Timeline

Proposals should be submitted by February tenth. The award will likely 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 group, 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 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 just a little biased.)

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 steer more healthy lives.

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

Venture 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.

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

2. Funds and Providers Requested

Funds

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

Scope of Work

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

Duties embody however might 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
• 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
• Basic account administration
• Different help as required

3. Obstacles 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 varied codecs equivalent to live-action, animation, screencast, whiteboard, and academic video
• Has a transparent course of from ideation, manufacturing, revision, and remaining 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.

• Venture Identify or Description: Video Manufacturing Providers
• Firm Identify: AJC Well being
• Deal with: 123 Howie Ave.
• Metropolis, State, Zip Code: Silver Spring, MD 20906
• Procurement Contact Individual: Alana Chinn
• Phone Variety of PCP: 123-456-7890
• Electronic mail Deal with of PCP: achinn@consulting.com
• Fax Quantity: N/A

Timeline

Proposals should be submitted by February tenth. The award will likely 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 group, 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 mission administration plans created for present and previous purchasers.

Suggestions for Writing an RFP

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

1. Maintain 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 in case you have 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 will likely be.

2. Ensure 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 mission particulars are inadequate or unclear. Nonetheless, you’ll need 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 supply the required data 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 when you missed a zero in your price range particulars, or included the flawed date on your proposal deadline? Each may drive a restart of all the 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 sort of thrilling … proper? Properly, on the very least, I hope this helped simplify the RFP course of for you.

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