How to Write a Strong 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 online business has a undertaking and also you want exterior assist, and also you already know what sort of vendor you’re searching for, you should use an RFP to buy round.

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

As a reminder, right here’s the instance we’re utilizing for this walkthrough: AJC Well being is creating an RFP on behalf of a authorities shopper, DoGoodGov, for instructional video manufacturing providers.

(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 your online business. 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 preserve this part temporary. Simply introduce your online business, spotlight your mission, and focus on the services 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 shoppers obtain their objectives by offering advertising and communications providers together with marketing campaign growth, copywriting, and multimedia undertaking assist.

2. Outline your undertaking objective 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 searching for.

I like to think about this part as a manner to assist distributors higher perceive your priorities to allow them to tailor their proposals accordingly.

Professional tip: I’d suggest conserving this part clear and concise. Deal with the aim of the RFP, the sort(s) of distributors you’re searching for, and your objectives. 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 focus on video manufacturing, dwell motion, animation, and multimedia for instructional 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 collection on behalf of DoGoodGov. Our purpose is to construct model consciousness, drive net site visitors, and enhance our YouTube advertising ROI.

3. Define the funds and scope of labor.

Within the final step, we described the undertaking at a excessive stage. This part is the place you may get into the weeds slightly bit. State your funds and describe the particular 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 data in order that it’s simple for distributors to scan.

Instance:

The funds for this undertaking is $12,750.

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

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

• Writing and enhancing video scripts

• Multimedia (audio/video) content material growth

• 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

• Common account administration

• Different help as required

4. Name out any boundaries or roadblocks.

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

This may increasingly appear counterintuitive, however I’ve discovered that this helps you remove unsatisfactory bidders and determine 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 which will come up. This lack of awareness might 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 you could specify in an RFP are expertise, {qualifications}, price, availability, and technical compatibility.

Professional tip: Once I’m constructing out this part, I concentrate on the target standards that my enterprise will use to, effectively, choose a profitable bid. I’ve discovered that clear choice standards helps enhance your possibilities of receiving proposals that truly meet your wants.

Instance:

The perfect 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 closing 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 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 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 parts of your proposal, you most likely 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 Identify 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

• 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. 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 inventive crew, 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 number of multi-channel video content material, audio samples, and undertaking administration plans created for present and previous shoppers.

RFP Template

Under, I’ve included considered one of my favourite RFP templates. (It’s ours at HubSpot, so I could also be slightly 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 shoppers obtain their objectives by offering advertising and communications providers 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 focus on video manufacturing, dwell motion, animation, and multimedia for instructional 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 collection on behalf of DoGoodGov. Our purpose is to construct model consciousness, drive net site visitors, and enhance our YouTube advertising ROI.

2. Finances and Providers Requested

Finances

The funds for this undertaking 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 coach teenagers and younger adults about the advantages of residing a wholesome way of life.

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

• Ideating video ideas
• Writing and enhancing video scripts
• Multimedia (audio/video) content material growth
• 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
• Common 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 perfect 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 closing 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 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 Particular person: 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. 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 inventive crew, 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 number of multi-channel video content material, audio samples, and undertaking administration plans created for present and previous shoppers.

Ideas for Writing an RFP

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

1. Maintain the traces of communication open.

Offering entry to some extent 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 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 will likely be.

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

If I used to be a vendor, I’d be rather a lot much less probably to reply to your RFP if the undertaking particulars are inadequate or unclear. Nonetheless, you’ll wish 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 definitely scannable. To do that, I take full benefit of formatting choices, like bullet factors and headings.

This enables me to supply the mandatory data in a digestible manner.

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 might derail undertaking timelines.

Are you able to think about for those who missed a zero in your funds particulars, or included the mistaken date in your proposal deadline? Each might power a restart of all the 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 form of thrilling … proper? Nicely, on the very least, I hope this helped simplify the RFP course of for you.

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