Writing an RFP that is professional will definitely increase your chances of getting favorable responses from qualified vendors. You must clearly outline your needs, and describe your project requirements to get the right responses. To help you learn how to write a clear and professional RFP, here are 7 steps to follow.
1/ Define your project and needs
First of all, you need to know what is an RFP. This is a document that lists what your business needs from a vendor or provider to complete the project. It requests vendors to send their proposals if they can address your business needs well-outlined on the RFP. Therefore, before you start writing an RFP, you need to define what your project is all about, and outline your needs. Write all these details somewhere, you will need them when writing the real RFP.
2/ Include an Introduction
Starting your RFP with an introduction is a good thing. On the introduction, explain why you are issuing the RFP, and what you hope to achieve by hiring the provider or vendor. You can still briefly explain your project, when it should start and deadline. Just give a summary of the RFP.
3/ Background information
Here you need to give a brief history of your company. You should just give information that can help the bidders have an idea of the company they want to do business with. This includes what your company specializes on, your values and what makes you unique. You can as well give a brief history of the project.
4/ Describe your projects requirements
This is the heart of a Request for Proposal and you need to be very clear here. Explain thoroughly what you need from the vendors. List all the requirements and include your budget and preferred level of experience. Vendors will determine if they are suitable for the project or not and apply if they can meet all the requirements.
5/ Briefly explain how vendors should respond
You need to give a format that bidders should use when writing their responses to your RFP. If bidders follow the structure, the evaluation process will be easier.
6/ Evaluation criteria
You need to explain to the bidders how your organization will pick the winning provider or vendor. Therefore, be clear on your priorities and preferred credentials. This will help bidders create proposals that show their credentials.
7/ Note your timelines, and proofread and edit your RFP
You need to include key deadlines all bidders should know. These include the deadline for submitting their response when the winner will be announced, when the project should begin and when the project should be completed. After all that, you need to proofread and revise your RFP. This will eliminate spelling as well as grammatical errors.
With the above steps, you will write a good RFP that will get favorable responses. However, this process can be stressful and overwhelming. At The Bid Lab, you can get help to write a professional RFP. Therefore, don’t get stressed or feel the heat of writing an RFP, let The Bid Lab write it for you.