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 marketing consultant of about 5 years with three totally different businesses. I used to create RFPs and submit bids, so I converse from expertise after I say this isn’t at all times probably the most thrilling course of.
That’s OK as a result of I’ve a couple of ideas up my sleeve to make your RFP improvement course of rather less daunting (and slightly 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 selected mission. A very good RFP clearly outlines the mission particulars for each events together with what must be delivered, when, and for the way a lot.
Since I battle residing in a world with one million 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 selections for a selected enterprise mission.
Right here’s the TL;DR — If what you are promoting has a mission and also you want exterior help, and also you already know what kind of vendor you’re in search of, you need to use an RFP to buy round.
Once I labored for a small well being communication agency, certainly one of our authorities shoppers 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.
The way to Write an RFP
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 consumer, 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 at all times 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 preserve 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 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 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 in search of.
I like to consider 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 holding 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 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 concentrate on video manufacturing, stay motion, animation, and multimedia for academic functions to submit proposals to our firm.
We’re at present 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 site visitors, and improve our YouTube advertising ROI.
3. Define the funds and scope of labor.
Within the final step, we described the mission at a excessive stage. This part is the place you will get into the weeds slightly bit. State your funds 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 an entire snapshot of what the function entails.
Professional tip: You possibly can take numerous approaches when describing the companies you’re looking 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 funds for this mission is $12,750.
The chosen agency might be accountable 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 is probably not restricted to the next standards:
- Writing and enhancing video scripts
- Multimedia (audio/video) content material improvement
- 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
- Normal 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 mission. This may occasionally embody components like restricted assets or specialised necessities that the common vendor could not have or simply acquire.
This may occasionally appear counterintuitive, however I’ve discovered that this helps you remove 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 could not absolutely perceive the potential difficulties which will come up. This lack of know-how 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 satisfy the necessities of Part 508 Compliance. Distributors will need to 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, similar to we did within the scope of labor part.
Some examples of choice standards you can specify in an RFP are expertise, {qualifications}, value, availability, and technical compatibility.
Professional tip: Once I’m constructing out this part, I deal with the target standards that my enterprise will use to, effectively, decide a successful bid. I’ve discovered that clear choice standards helps improve your possibilities of receiving proposals that really meet your wants.
Instance:
The best vendor:
- Has expertise in producing high-quality movies throughout numerous codecs akin 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 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 closing 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 check 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 Info
Submissions could also be despatched through mail or electronically by the submission deadline.
- Mission Title or Description: Video Manufacturing Companies
- Metropolis, State, Zip Code: Silver Spring, MD 20906
- Procurement Contact Individual: Alana Chinn
- Phone Variety of PCP: 123-456-7890
- Electronic mail Handle of PCP: achinn@consulting.com
Submission Timeline
Proposals have to be submitted by February tenth. The award might be granted no later than March 1st. Remaining 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 inventive workforce, variety of full-time workers.
- A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they may relate to AJC Well being.
- A consultant choice of multi-channel video content material, audio samples, and mission administration plans created for present and previous shoppers.
RFP Template
Under, I’ve included certainly one of my favourite RFP templates. (It’s ours at HubSpot, so I could also be slightly 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 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 mission help.
Mission Overview
The aim of this Request for Proposals (RFP) is to ask companies who concentrate on video manufacturing, stay motion, animation, and multimedia for academic functions to submit proposals to our firm.
We’re at present 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 site visitors, and improve our YouTube advertising ROI.
2. Price range and Companies Requested
Price range
The funds for this mission is $12,750.
Scope of Work
The chosen agency might be accountable 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 is probably not restricted to the next standards:
- Ideating video ideas
- Writing and enhancing video scripts
- Multimedia (audio/video) content material improvement
- 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
- Normal account administration
- Different help as required
3. Boundaries 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 data in 508-Compliance for video manufacturing.
4. Choice Standards
The best vendor:
- Has expertise in producing high-quality movies throughout numerous codecs akin 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 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.
- Mission Title or Description: Video Manufacturing Companies
- 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
- Electronic mail Handle of PCP: achinn@consulting.com
- Fax Quantity: N/A
Timeline
Proposals have to be submitted by February tenth. The award might be granted no later than March 1st. Remaining 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 inventive workforce, variety of full-time workers.
- A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they may relate to AJC Well being.
- A consultant choice of multi-channel video content material, audio samples, and mission administration plans created for present and previous shoppers.
Request for Proposal Examples
Now, simply explaining to you the formatting of an RFP in all probability will not paint you the complete image, so to higher provide help 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 looking for proposals from advertising 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, fashion information, messaging framework, and implementation roadmap. This initiative goals to distinguish the college from opponents and set up constant model expression, supporting progress.
2. Multi-Channel Advertising and marketing Marketing campaign RFP
The Texas State Inexpensive Housing Company (“TSAHC”) was issuing this Request for Proposals (“RFP”) to establish and contract for skilled companies to supply multicultural advertising, promoting, and inventive companies to help the promotion of TSAHC’s house 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 centered on enhancing consumer expertise, optimizing for cell units, modernizing design, and guaranteeing accessibility compliance. Proposals really useful acceptable net 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 World Alliance for Improved Diet seeks proposals to develop a coaching handbook on provide chains and logistics practices for agrifood MSMEs. The handbook ought to deal with chilly chain administration for perishable merchandise, overlaying sourcing, provider improvement, 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. Business Workplace Constructing Development RFP
The State Bar of California was looking for certified contractors for inside transforming on the Workplace of Admissions suite. The mission included transforming a number of storage and work rooms, plus increasing an current assembly room. Architectural drawings have been accomplished. contractors inspired to submit complete proposals detailing their strategy to this renovation mission.
Ideas for Writing an RFP
Listed here are three ideas from my arsenal that can assist you optimize your RFPs to realize a excessive response price from distributors.
1. Preserve the traces of communication open.
Offering entry to a degree of contact exhibits that your organization is invested within the vendor response course of and helps you proactively set up a rapport.
And if in case you have flexibility in your timeline, I’d additionally suggest 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 might be.
2. Ensure your RFP is detailed however scannable.
If I used to be a vendor, I’d be rather a lot much less probably to answer your RFP if the mission particulars are inadequate or unclear. Nevertheless, you’ll need 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 permits me to supply the required info in a digestible manner.
3. Proofread your RFP earlier than you go stay.
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 funds particulars, or included the incorrect date to your proposal deadline? Each may drive a restart of the 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 type of thrilling … proper? Effectively, on the very least, I hope this helped simplify the RFP course of for you.
Editor’s notice: This publish was initially printed in June 2018 and has been up to date for comprehensiveness.
