The request for proposal which is also known as request for quotation is a different way for negotiation and selection. It is very different from the traditional way of selection due to the fact that the clients set their requirements and standards before the proposal and the competing companies follow exactly what is needed. The importance of the request to proposal is that it eliminates the chances of companies bidding in a haphazard manner since they are now in possession of the full details. In fact, to put it differently, a request for proposal gives a detailed picture of the demand of the client; therefore the contractors can afford to bid accordingly.
There are different formats available for the request for proposal writing. However, whichever format employed, the basics should be the same across all formats. It is important to note that every request for proposal template must contain an outline of how to write the proposal. It must include a project overview or summary, background, submission procedure, a due date for the bid and for the work to be done, the buyers contact name, the phone number, email addresses, management and technical requirements and expectation of the bid. The request for proposal template should also include a contact if questions are allowed.
Due to the fact that the request for proposal writing could be challenging and time consuming, many businesses and organizations find it hard to participate in a bid process or end up not writing bids that win. Organizations will attract better bids if they write a good request for proposal. The following is a step by step guide on how to create a good request for proposal.
Step1
Know what you want: It is important to first have a vision of what you expect from a project. Knowing what you want is one of the first steps to enable you ask the right question about a service provider.
Step2
Access Your Goal and Mission: it is important to understand that your company goals and mission may be as important as the details of the project in itself. It is better to align your vision of the project with the company’s goal.
Step3
Determine Your Budget: Know the amount you are willing to spend on the project.
Step4
Put a Timeline: The timelines should include for the proposal and the project itself.
Step5
Read other Requests for Proposal: One of the best ways to create a good request for proposal document is to read from others. Reading other people’s request for proposal document will give you an insights of what information are necessary. You can compare various layouts with the one you have in mind. It gives you an edge. Download any sample and go through it.
Step6
Establish the Projected Scope and Boundaries of the project: ensure that you know the boundaries of your project before you start. Adjust if needed.
Step7
List Your Needs and Your Wants: List your “must haves” and “like to haves”.
Step8
Decide on who will Read the Proposal and Award the Project.
Step9
Specify minimum qualifications.
Step10
Draft a Scorecard for the evaluation of the proposals.
Step11
Include all relevant details as you write the proposal.
Step12
Be specific but don’t be over specific.
Step13
Organize the request for proposal effectively.
Step14
Request references.
Step15
Ensure you proofread your request for proposal document before you send it out.
Step16
Send the request for proposal to only reputable firms.
Step17
Ensure adequate amount of time is given for the response from the recipients and stick to your deadline.
1
Do not overwhelm your readers with unnecessary information in your request for proposal. Ensure that only the relevant details like how you want the proposal to be formatted, how and when to submit the proposal among other useful information.
2
When drafting a scorecard for the request for proposal document, it is important to determine a rating system for the proposals. The rating will show proposals with high scores making it easy for you to make your choice.
3
Ensure that you call the references that the service providers provide. Do not leave anything to chance. Be sure that the past clients are satisfied with the service provider before taking any decision.
Ask the Community
Still get confused or have more suggestions? Leave your thoughts to Community Center and we will reply within 24 hours.