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 advisor of about 5 years with three totally different companies. I used to create RFPs and submit bids, so I converse from expertise once I say this isn’t at all times essentially 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 a bit extra enjoyable, hopefully).
Desk of Contents
What’s an RFP?
A request for proposal (RFP) is a written announcement designed to gather bids from distributors for a particular venture. A superb RFP clearly outlines the venture particulars for each events together with what must be delivered, when, and for a 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 info (RFI) is utilized by corporations to get a way of what options can be found in the marketplace. A request for proposal (RFP) invitations distributors to submit bids so corporations could make closing choices for a particular enterprise venture.
Right here’s the TL;DR — If your corporation has a venture and also you want exterior assist, and also you already know what sort of vendor you’re on the lookout for, you should use an RFP to buy round.
Once I labored for a small well being communication agency, one among our authorities purchasers 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.
How you can Write an RFP
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 instructional video manufacturing companies.
(The corporate names are made up, however the expertise is actual … I promise.)
1. Present background info.
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 raised perceive who they’ll be working with.
Professional tip: I prefer to preserve this part temporary. Simply introduce your corporation, spotlight your mission, and talk about 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 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 venture assist.
2. Outline your venture goal and targets.
After you introduce your self, present an outline of the venture. 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 consider this part as a approach 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. Deal with the aim of the RFP, the kind(s) of distributors you’re on the lookout for, 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 focus on video manufacturing, reside motion, animation, and multimedia for instructional functions to submit proposals to our firm.
We’re at present in search of certified distributors to assist the event of a public well being video sequence on behalf of DoGoodGov. Our objective is to construct model consciousness, drive internet visitors, and enhance our YouTube advertising and marketing ROI.
3. Define the funds and scope of labor.
Within the final step, we described the venture at a excessive degree. This part is the place you may get into the weeds a bit bit. State your funds and describe the particular companies you want.
For me, it’s useful to match this part to the “Job Obligations” part in a job description. Give a whole snapshot of what the function entails.
Professional tip: You’ll be able to take varied 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 info in order that it’s simple for distributors to scan.
Instance:
The funds for this venture is $12,750.
The chosen agency can be chargeable 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 embrace however might 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, 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 need to point out any challenges particular to your venture. This will embrace parts like restricted sources or specialised necessities that the typical vendor might not have or simply acquire.
This will appear counterintuitive, however I’ve discovered that this helps you eradicate unsatisfactory bidders and determine which distributors have the talents to sort out these challenges.
Professional tip: It’s essential to be clear right here. In any other case, distributors might not totally perceive the potential difficulties that will come up. This lack of expertise may result in delayed timelines, elevated prices, or worse — an unsuccessful venture.
Instance:
As a federal entity, DoGoodGov requires all supplies, together with multimedia content material, to satisfy the necessities of Part 508 Compliance. Distributors will need to 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 that you would be able to 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, properly, choose a profitable bid. I’ve discovered that clear choice standards helps enhance your possibilities 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 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 venture 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 venture, both.
Instance:
Submission Info
Submissions could also be despatched by way of mail or electronically by the submission deadline.
Venture Title 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
E mail Handle of PCP: achinn@consulting.com
Submission Timeline
Proposals should be submitted by February tenth. The award can be granted no later than March 1st. Remaining video supply should happen by June thirtieth.
Submission Standards
A submission should, at a minimal, embrace the next parts:
Description of the agency that features a normal overview, names and credentials of artistic group, variety of full-time workers.
A one-page narrative outlining the agency’s strengths and distinguishing abilities or capabilities as they may relate to AJC Well being.
A consultant collection of multi-channel video content material, audio samples, and venture 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 a bit biased.)
Obtain a free, editable RFP template.
You should utilize 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 venture assist.
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 instructional functions to submit proposals to our firm.
We’re at present in search of certified distributors to assist the event of a public well being video sequence on behalf of DoGoodGov. Our objective is to construct model consciousness, drive internet visitors, and enhance our YouTube advertising and marketing ROI.
2. Finances and Providers Requested
Finances
The funds for this venture is $12,750.
Scope of Work
The chosen agency can be chargeable 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 embrace however might 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, 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 will need to 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 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 Info
Submissions could also be despatched by way of mail or electronically by the submission deadline.
Venture Title or Description: Video Manufacturing Providers
Firm Title: AJC Well being
Handle: 123 Howie Ave.
Metropolis, State, Zip Code: Silver Spring, MD 20906
Procurement Contact Individual: 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 can be granted no later than March 1st. Remaining video supply should happen by June thirtieth.
Submission Standards
A submission should, at a minimal, embrace the next parts:
Description of the agency that features a normal overview, names and credentials of artistic group, variety of full-time workers.
A one-page narrative outlining the agency’s strengths and distinguishing abilities or capabilities as they may relate to AJC Well being.
A consultant collection of multi-channel video content material, audio samples, and venture administration plans created for present and previous purchasers.
Request for Proposal Examples
Now, simply explaining to you the formatting of an RFP in all probability will not paint you all the image, so to raised show you how to perceive the vary and structuring — we discovered some actual examples so that you can familiarize your self with.
1. Model Reposition Marketing campaign RFP
The curators of the College of Missouri, on behalf of the College of Missouri-Columbia, was in search of proposals from advertising and marketing companies to develop a model repositioning marketing campaign. The chosen agency would conduct market analysis, aggressive evaluation, and notion research to create a model technique, model information, messaging framework, and implementation roadmap. This initiative goals to distinguish the college from rivals and set up constant model expression, supporting development.
2. Multi-Channel Advertising and marketing Marketing campaign RFP
The Texas State Inexpensive Housing Company (“TSAHC”) was issuing this Request for Proposals (“RFP”) to determine and contract for skilled companies to offer multicultural advertising and marketing, promoting, and inventive companies to assist the promotion of TSAHC’s dwelling purchaser packages in Harris County.
3. Web site Redesign and Improvement RFP
The State Bar of California sought proposals to optimize and redesign its public-facing web sites. The proposal targeted on enhancing consumer expertise, optimizing for cell gadgets, modernizing design, and guaranteeing accessibility compliance. Proposals beneficial acceptable internet applied sciences and content material administration options. Contract award anticipated by April 25, 2024, with work commencing by Might 22, 2024.
4. Provide Chain Optimization Consulting RFP
The International Alliance for Improved Diet seeks proposals to develop a coaching guide on provide chains and logistics practices for agrifood MSMEs. The guide ought to concentrate on chilly chain administration for perishable merchandise, overlaying sourcing, provider growth, stock administration, and distribution planning. The useful resource will assist MSMEs optimize procurement, enhance stock management, and improve distribution effectivity to strengthen general provide chain administration within the agrifood sector.
5. Industrial Workplace Constructing Development RFP
The State Bar of California was in search of certified contractors for inside transforming on the Workplace of Admissions suite. The venture included transforming a number of storage and work rooms, plus increasing an present assembly room. Architectural drawings have been accomplished. contractors inspired to submit complete proposals detailing their strategy to this renovation venture.
Ideas for Writing an RFP
Listed below are three suggestions from my arsenal that will help you optimize your RFPs to attain a excessive response price from distributors.
1. Preserve 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 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 can be.
2. Be certain your RFP is detailed however scannable.
If I used to be a vendor, I’d be loads much less seemingly to reply to your RFP if the venture 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 definitely scannable. To do that, I take full benefit of formatting choices, like bullet factors and headings.
This enables me to offer the mandatory info in a digestible approach.
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 venture timelines.
Are you able to think about when you missed a zero in your funds particulars, or included the mistaken date on your proposal deadline? Each may pressure a restart of all the 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 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.
