RFP Writing

In our last blog, we discussed when to use an RFP, but how do you write a Request for Proposals (RFP)? Writing an RFP in the right way is important. After all, you want enough vendors to actually respond to it so you can choose the best. Here is how to write an RFP, step-by-step:

MacBride Consulting, founded by Jeffrey MacBride, offers proposal support across project management and systems engineering, including RFP writing services. 

7 Steps to Write an RFP

Introduction and background

The introduction should give potential vendors some background context about your organization and the project. Here, briefly explain why you are seeking proposals and what you hope to achieve.

Example:

ABC Corporation is seeking proposals from qualified firms to redesign our corporate website. As a leader in the logistics industry, ABC Corporation aims to enhance our digital presence to reflect our commitment to innovation and customer service.

Project goals and scope of work

Here, you define your project and give more specific project details. Outline detailed tasks, technical specifications, timelines, and deliverables. Additionally, mention any constraints for the projects.

Example:

The goal of this project is to create a user-friendly website that improves customer engagement and simplifies the purchase process. The selected vendor will be responsible for:

• Conducting a needs analysis
• Designing wireframes and prototypes
• Developing and launching the website
• Providing post-launch support

Budget

Here, give an estimated budget range for the project. Alternatively, you can ask vendors to provide their own cost proposal. You may wish to leave it open for bidders to propose their pricing.

Example:

The total budget for this project is $50,000 – $75,000. Please provide a detailed breakdown of your pricing, including any additional costs that may arise.

Proposal requirements

Specify what you expect vendors to submit in their proposal. This may include details about qualifications, past projects, methodologies, team members, or references.

Example:

Please include the following in your proposal:

• Company background and qualifications
• Detailed project plan with milestones and timelines 
• Key personnel assigned to the project 
• A portfolio of similar projects 
• Three client references

Selection criteria

Explain exactly how you will evaluate the proposals. This might include cost, experience, timeline, technical capability, or other factors.

Example:

Proposals will be evaluated based on:

• Relevant experience (30%)
• Cost and value for money (25%)
• Timeline and ability to meet deadlines (20%)
• Quality of proposed approach (15%)
• Client references (10%)

Project timeline

Provide the overall timeline for the project and important deadlines for the RFP process (e.g., submission deadlines, questions, interviews).

Example:

The anticipated timeline for this project is as follows:

• RFP issued: September 25, 2024
• Proposals due: October 15, 2024
• Selection of vendor: October 25, 2024
• Project start: November 1, 2024
• Website launch: February 15, 2025

Submission guidelines

At the end, give details about the submission format, deadline, and how vendors can submit their proposals. For example, email, specific platform, physical copy, etc. Additionally, give the contact details that vendors can get in touch with for questions or clarifications.

Example:

Proposals must be submitted electronically in PDF format by 5:00 PM on October 15, 2024, to [email protected]. Late submissions will not be considered.

All questions regarding this RFP should be directed to Jane Doe, Procurement Manager, at [email protected] no later than October 5, 2024.

Then, you can issue your RFP and wait for an RFP response.

Before your organization can work on a new project, you just might need an RFP. But what exactly is an RFP and how do you know when to write one? In this blog post, I’ll share what you need to know about RFP writing. 

What is an RFP?

An RFP (aka a Request for Proposal) is a formal document that organizations issue to solicit bids from potential vendors for a specific project. 

RFPs outline the requirements, goals, and criteria for the project. This allows vendors to submit their proposals about how they can meet the company’s needs. 

The key components of an RFP include:

• An introduction, which gives an overview of the RFP’s purpose
• Details about the project scope, including objectives, requirements, and deliverables
• Submission guidelines that include how vendors should format and submit proposals
• Evaluation criteria that explains how the company assesses the proposals
• Project timelines and key milestones
• An estimate of the budget or financial constraints
• Any legal terms and conditions relevant to the project

Jeffrey MacBride, founder of MacBride Consulting, offers RFP writing services, specializing in the technology, healthcare, and IT fields. 

When to Use an RFP:

You don’t always need an RFP for every single type of project, but here are some instances where they can be helpful:

• When you need detailed proposals from vendors for complex services that require specific expertise
• When you need to gather competitive bids from multiple vendors to find the best value for money and the right solution
• When this formal process is required by law or policy
• When you need to ensure you choose the best vendor based on specific criteria
• When starting any new project that requires external resources or expertise

Advantages of RFPs

If you still aren’t sure whether or not to use an RFP, here are some key advantages:

• They allow you to gather detailed proposals from vendors, which lets you thoroughly compare their offerings and choose the vendor that is best for your organization
• They allow for a fair and open selection process, which is great for accountability and compliance
• They help you select a vendor with competitive pricing by allowing multiple vendors to bid
• They help clarify the project requirements 
• They offer a structured way to evaluate vendors, meaning higher chance of success for your project