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 marketing consultant of about 5 years with three completely different companies. I used to create RFPs and submit bids, so I communicate from expertise after I say this isn’t all the time probably the most thrilling course of.
That’s OK as a result of I’ve just a few ideas up my sleeve to make your RFP growth course of rather less daunting (and somewhat 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. An excellent RFP clearly outlines the venture particulars for each events together with what must be delivered, when, and for the way a lot.
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.
RFP vs RFI
A request for info (RFI) is utilized by corporations to get a way of what options can be found available on the market. A request for proposal (RFP) invitations distributors to submit bids so corporations could make last selections for a particular enterprise venture.
Right here’s the TL;DR — If what you are promoting has a venture and also you want exterior help, and also you already know what kind of vendor you’re in search of, you should use an RFP to buy round.
After I labored for a small well being communication agency, one in all our authorities purchasers wished 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.
Find out how 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 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 all the time 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 hold this part temporary. Simply introduce what you are promoting, spotlight your mission, and focus on 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 guide more healthy lives.
For over 10 years, we’ve helped purchasers obtain their objectives by offering advertising and marketing and communications companies together with marketing campaign growth, copywriting, and multimedia venture help.
2. Outline your venture objective and objectives.
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 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 conserving this part clear and concise. Concentrate on the aim of the RFP, the sort(s) of distributors you’re in search of, 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 specialise in video manufacturing, dwell motion, animation, and multimedia for instructional 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 purpose is to construct model consciousness, drive net site visitors, and enhance our YouTube advertising and marketing ROI.
3. Define the price range and scope of labor.
Within the final step, we described the venture at a excessive degree. This part is the place you will get into the weeds somewhat bit. State your price range and describe the particular 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 position entails.
Professional tip: You’ll be able to take varied 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 price range for this venture is $12,750.
The chosen agency shall be liable for the ideation, manufacturing, and supply of a three-part video sequence to teach teenagers and younger adults about the advantages of dwelling a wholesome life-style.
Duties embrace however might not be restricted to the next standards:
Writing and modifying 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
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 venture. This will embrace parts like restricted sources or specialised necessities that the common vendor might not have or simply get hold of.
This will appear counterintuitive, however I’ve discovered that this helps you remove 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 absolutely perceive the potential difficulties which will come up. This lack of expertise might 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 fulfill 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, 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}, price, availability, and technical compatibility.
Professional tip: After I’m constructing out this part, I give attention to the target standards that my enterprise will use to, nicely, decide a profitable bid. I’ve discovered that clear choice standards helps enhance your probabilities of receiving proposals that really meet your wants.
Instance:
The best vendor:
Has expertise in producing high-quality movies throughout varied codecs resembling live-action, animation, screencast, whiteboard, and academic video
Has a transparent course of from ideation, manufacturing, revision, and last supply
Has expertise creating movies for instructional 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 last 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 most likely can’t belief them to complete your venture, both.
Instance:
Submission Info
Submissions could also be despatched through mail or electronically by the submission deadline.
Venture Title 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
E-mail Handle of PCP: achinn@consulting.com
Submission Timeline
Proposals should be submitted by February tenth. The award shall be granted no later than March 1st. Last 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 inventive group, variety of full-time staff.
A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they could 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 in all my favourite RFP templates. (It’s ours at HubSpot, so I could also be somewhat biased.)
Obtain a free, editable RFP template.
You should use this template to construct your preliminary construction, however I’d suggest tailoring your RFP to greatest 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 objectives by offering advertising and marketing and communications companies together with marketing campaign growth, copywriting, and multimedia venture help.
Venture Overview
The aim of this Request for Proposals (RFP) is to ask companies who specialise in video manufacturing, dwell motion, animation, and multimedia for instructional 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 purpose is to construct model consciousness, drive net site visitors, and enhance our YouTube advertising and marketing ROI.
2. Price range and Providers Requested
Price range
The price range for this venture is $12,750.
Scope of Work
The chosen agency shall be liable for the ideation, manufacturing, and supply of a three-part video sequence to teach teenagers and younger adults about the advantages of dwelling a wholesome life-style.
Duties embrace however might not be restricted to the next standards:
Ideating video ideas
Writing and modifying 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
Basic account administration
Different help as required
3. Boundaries to Completion
As a federal entity, DoGoodGov requires all supplies, together with multimedia content material, to fulfill 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 varied codecs resembling live-action, animation, screencast, whiteboard, and academic video
Has a transparent course of from ideation, manufacturing, revision, and last supply
Has expertise creating movies for instructional 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 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 Particular person: 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 shall be granted no later than March 1st. Last 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 inventive group, variety of full-time staff.
A one-page narrative outlining the agency’s strengths and distinguishing expertise or capabilities as they could 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 most likely will not paint you your complete image, so to higher aid you 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 searching for proposals from advertising and marketing corporations 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 rivals and set up constant model expression, supporting development.
2. Multi-Channel Advertising Marketing campaign RFP
The Texas State Reasonably priced Housing Company (“TSAHC”) was issuing this Request for Proposals (“RFP”) to establish and contract for skilled companies to supply multicultural advertising and marketing, promoting, and artistic 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 person expertise, optimizing for cellular units, modernizing design, and making certain accessibility compliance. Proposals really helpful 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 Vitamin seeks proposals to develop a coaching handbook on provide chains and logistics practices for agrifood MSMEs. The handbook ought to give attention to chilly chain administration for perishable merchandise, masking 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 total provide chain administration within the agrifood sector.
5. Business Workplace Constructing Building RFP
The State Bar of California was searching for certified contractors for inside reworking on the Workplace of Admissions suite. The venture included reworking 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 method to this renovation venture.
Suggestions for Writing an RFP
Listed here are three ideas from my arsenal that can assist you optimize your RFPs to attain a excessive response price from distributors.
1. Preserve the strains 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 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 shall be.
2. Ensure your RFP is detailed however scannable.
If I used to be a vendor, I’d be lots much less doubtless to answer your RFP if the venture particulars are inadequate or unclear. Nonetheless, 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 well scannable. To do that, I take full benefit of formatting choices, like bullet factors and headings.
This enables me to supply the mandatory info 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 venture timelines.
Are you able to think about in case you missed a zero in your price range particulars, or included the flawed date in your proposal deadline? Each might pressure a restart of your complete 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 type of thrilling … proper? Properly, on the very least, I hope this helped simplify the RFP course of for you.
Editor’s observe: This publish was initially revealed in June 2018 and has been up to date for comprehensiveness.