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.
