Many businesses and organizations use a request-for-proposal (RFP)
format to receive bids for work or goods that they wish to purchase.
By using this proven RFP template below, you can become more
successful at proposal writing and win more bids.
Because RFP writing can be challenging and time-consuming, many
businesses either don't participate in the bid process or they don't
write bids that win. Proposal writing is a combination of science and
art: you need to follow guidelines or a template (the science) and you
need to write a compelling and persuasive bid (the art).
First, recognize that there are a number of different methods used
for bids or tenders: request for expressions of interest (RFEIP),
request for proposal (RFP), request for qualification (RFQ), request
for information (RFI), and request for technical specifications (RFTS).
These requests are typically used by all levels of government;
hospitals; schools, universities and colleges; and a number of
organizations (typically larger organizations such as banking
institutions, utility companies, and so on). Often the value of the
'buy' dictates whether or not the request for proposal or bid process
will be used (for example, no one is putting out a request for
proposal for a roll of toilet paper, but if the request is to supply
the whole hospital with toilet paper, it is likely to be purchased
through the RFP process).
Then, before you begin writing your response to the RFP, review the
request for proposal and ensure that you want to bid for it; I've
known clients that have got all the way to the end of proposal writing
and then decided the RFP wasn't a good fit for them or that the bid
was too big, too small, not right. Develop your own bid or no-bid
criteria and assess each RFP or other requests (RFEIP, RFQ, RFI, RFTS)
before you begin the work of writing proposals.
This RFP template provides an outline of how to
write a proposal: (Note: this is for a common type of
RFP; there are many variations)
The typical bid package or documents will include:
- A project or goods overview or summary, including
specifications, quantity, time frame and/or other details required
for the proposal;
- A due date for the bid and for the work to be done or the goods
delivered;
- If applicable, the vendors meeting schedule (usually provided if
the specifications are complex and need to be discussed);
- Buyer's contact name, phone number, address and/or email address
for delivery of the bid;
- Attachments as necessary: which often include payment terms and
conditions, legal and insurance requirements, other related
information;
- The package will also include management and technical
requirements and expectations for the bid;
- The bid documents should also include a contact if questions are
allowed (recognize that most times, questions and answers are posted
for all respondents to see - be careful what you 'give away' to your
competitors in your questions).
Your proposal needs to include:
- Your Qualifications: Consider whether you have
the necessary qualifications and experience for the proposal; if
not, consider an alliance or partnership with another vendor or
consider subcontracting parts of the bid. Make sure that with either
scenario (partnership or subcontracting) that you control the
service and the product: your reputation is on the line.
- In your qualifications, make sure you include a description of
who will be working on the project and why your company is uniquely
qualified to deliver the product. Provide individual or corporate
resumes and biographies if appropriate and necessary.
- Your References: References should answer the
question; Why should you get this bid? What is better and/or unique
about your service and/or product - compared to your competition?
Your references need to be carefully selected and you must contact
those people you use as a reference in advance to ensure that they
are willing to be your reference (I recommend asking for a reference
(written if possible, plus contact information) well ahead of the
need for one). Read the bid requirements carefully; some bids will
limit the number and type of references you can provide. Try to use
references for similar types of bids; if you do not have any, then
ensure that you write the connection between your experience and the
work you're bidding on (that is, what are transferable skills from
your experiences).
- Your Solution: In this section, present your
unique solution; the one that differentiates your proposal from
others. Also, define your understanding of their request and how you
plan to address their needs. Your service or product positioning
must be clearly written. Make sure that your solution indicates to
the buyer that you understand their problem, their market and that
you can deliver the best solution.
- Your Price or Fee: Consider pricing strategies
that are specific to your bid. The lowest price is not the one that
wins - all the time. If you need to buy materials as soon as you are
awarded the contract, write your bid to include progressive
payments. You might want to show what the price includes, for
example, 5 days on market survey design and launch; 5 days on survey
tabulation and focus groups, etc. Your payment terms must be clearly
identified and easy to understand (and not in conflict with any
terms in the request for proposal). Build a cancellation clause into
your bid: for acts above and beyond your control (earthquake,
floods, fire, etc.) - have a lawyer review your clause and then use
that as a standard clause on each proposal that you write. Build a
price escalation clause for long term projects; you might want to
tie the price escalation clause to inflation or to your projected
cost increases.
- There are always administrative details to
review; make sure you take the time to read them carefully and if
you do not agree or cannot comply, then address the issue in your
bid. Do not leave any sections or questions unanswered in your bid:
you will score zero on that answer in the evaluation process (which
usually 'marks' the answers in each section).
Once the bid or tender is awarded, and if you were not the winner,
ask for a debrief or review: you want to find out why you didn't win
the bid and you want to apply the lessons learned in the debrief on
your next bid. Learning how to write an RFP, specifically how to write
winning bids, becomes easier the more bids that you write. Once you've
developed this RFP template into your own template for your
business, you will find that writing proposals is faster, more
effective and more successful. The goal is to write winning proposals.
