Write a Robust Request for Proposal [Example & Template]

Since I battle dwelling 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 help, and also you already know what kind of vendor you’re searching for, you should utilize an RFP to buy round.

Once I labored for a small well being communication agency, one in all our authorities shoppers needed us to create an academic video sequence 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 creating 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 info.

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 hold this part transient. 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 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 shoppers obtain their targets by offering advertising and communications companies together with marketing campaign improvement, copywriting, and multimedia undertaking help.

2. Outline your undertaking objective and targets.

After you introduce your self, present an outline 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 means to assist distributors higher perceive your priorities to allow them to tailor their proposals accordingly.

Professional tip: I’d suggest holding this part clear and concise. Concentrate on the aim of the RFP, the sort(s) of distributors you’re searching for, and your targets. You’ll have a chance later to supply particular particulars concerning the scope of labor later.

Instance:

The aim of this Request for Proposals (RFP) is to ask companies who focus on video manufacturing, reside motion, animation, and multimedia for academic functions to submit proposals to our firm.

We’re at the moment searching for certified distributors to help the event of a public well being video sequence on behalf of DoGoodGov. Our aim is to construct model consciousness, drive internet site visitors, and improve our YouTube advertising ROI.

3. Define the finances 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 finances and describe the particular companies 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.

Professional tip: You’ll be able to take numerous approaches when describing the companies 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 simple for distributors to scan.

Instance:

The finances for this undertaking is $12,750.

The chosen agency will probably be accountable for the ideation, manufacturing, and supply of a three-part video sequence to coach teenagers and younger adults about the advantages of dwelling 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 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, internet)

• 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 wish to point out any challenges particular to your undertaking. This will likely embody parts like restricted sources or specialised necessities that the typical vendor might not have or simply receive.

This will likely appear counterintuitive, however I’ve discovered that this helps you eradicate unsatisfactory bidders and work out which distributors have the abilities 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 understanding 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 satisfy the necessities of Part 508 Compliance. Distributors should have specialised data in 508-Compliance for video manufacturing.

5. Spotlight your choice standards.

Now it’s time to specify which expertise, companies, 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 which you can specify in an RFP are expertise, {qualifications}, value, 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, nicely, 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 perfect vendor:

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

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

• Has expertise creating movies for academic functions (public well being data and expertise is a plus)

• Has demonstrated data 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 ultimate 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 in all probability can’t belief them to complete your undertaking, both.

Instance:

Submission Info

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

• Venture Identify 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

• Electronic 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. Ultimate 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 basic overview, names and credentials of artistic group, 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

Beneath, I’ve included one in all 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 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 shoppers obtain their targets by offering advertising and communications companies together with marketing campaign improvement, copywriting, and multimedia undertaking help.

Venture Overview

The aim of this Request for Proposals (RFP) is to ask companies who focus on video manufacturing, reside motion, animation, and multimedia for academic functions to submit proposals to our firm.

We’re at the moment searching for certified distributors to help the event of a public well being video sequence on behalf of DoGoodGov. Our aim is to construct model consciousness, drive internet site visitors, and improve our YouTube advertising ROI.

2. Price range and Companies Requested

Price range

The finances for this undertaking is $12,750.

Scope of Work

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

Duties embody however is probably not 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, internet)
• 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 satisfy the necessities of Part 508 Compliance. Distributors should have specialised data in 508-Compliance for video manufacturing.

4. Choice Standards

The perfect vendor:

• Has expertise in producing high-quality movies throughout numerous codecs similar to live-action, animation, screencast, whiteboard, and academic video
• Has a transparent course of from ideation, manufacturing, revision, and ultimate supply
• Has expertise creating movies for academic functions (public well being data and expertise is a plus)
• Has demonstrated data within the necessities of Part 508 Compliance
• Can present a extremely responsive, collaborative, and clear communication course of

5. Submission Course of

Contact Info

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

• Venture Identify or Description: Video Manufacturing Companies
• Firm Identify: 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
• Electronic 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. Ultimate 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 basic overview, names and credentials of artistic group, 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 will help you optimize your RFPs to attain a excessive response charge from distributors.

1. Hold 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 you probably 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 probably be.

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

If I used to be a vendor, I’d be so much much less probably to reply to your RFP if the undertaking particulars are inadequate or unclear. Nevertheless, you’ll wish to strike the steadiness 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 required info 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 in case you missed a zero in your finances particulars, or included the unsuitable date to your proposal deadline? Each may pressure 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 form of thrilling … proper? Effectively, 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.