Hello and welcome to our RFP CENTER…
If you understand what an RFP is, please go here to design yours quickly by using our handy online RFP Builder. We will send you a copy upon receipt and respond within the hour if it’s between 9am-5pm.
If you already have an RFP, please simply use our contact form here.
To learn more about what an RFP is, please see our FAQ section below:
1.What is a ‘Request For Proposal – RFP’
A request for proposal (RFP) is a type of bidding solicitation in which a company or organization announces that funding is available for a particular project or program, and companies can place bids for the project’s completion. It outlines the bidding process and contract terms, and provides guidance on how the bid should be formatted and presented. A request for proposal for a specific program may require the company to review the bids to not only examine their feasibility but also the health of the bidding company and the ability of the bidder to actually do what is proposed.
RFPs are organized into the following three primary procedural categories:
- Technical: Detailed and precisely formatted bid statement, including objective, content summary, required development, quality/quantity standards, and projected deliverables
- Administrative: Corporate history, team organization, and references
- Financial requirements: Financial data, multiple pricing options, risk analysis, projected milestones and tactical short/long-term business plan
A request for proposal (RFP) is a document issued by a business or an organization to request vendor bids for products, solutions, and services. The RFP provides a procurement framework to streamline the initial stages of contractor solicitation.
2.What exactly is included in each section of the RFP?
A request for proposal typically includes background on the issuing organization and its line of business. The request sets out specifications describing the solution it seeks and evaluation criteria disclosing how proposals are graded. Requests for proposals may include a statement of work describing tasks to be performed by the winning bidder and a timeline for providing finished work.
You can easily identify the key sections by simply answering each of the following questions:
- Why? Reasons why your organization needs to buy a new solution.
- Who? Description of your organization.
- What? Nature of your project.
- How? Contract. Information needed from suppliers. Proposal evaluation criteria. Contract award criteria.
- When? Selection process timeframe and deadlines. Persons to contact.
- Statement of Purpose: Describes the extent of products and services your organization is looking for, as well as, the overall objectives of the contract.
- Background Information: Present a brief overview of your organization and its operations, using statistics, customer demographics, and psychographics. State your strengths and weaknesses honestly. Don’t forget to include comprehensive information on the people who will handle future correspondence.
- A Scope of the Work: Enumerate the specific duties to be performed by the provider and the expected outcomes. Include a detailed listing of responsibilities, particularly when subcontractors are involved.
- Outcome and Performance Standards: Specify the outcome targets, minimal performance standards expected from the contractor, and methods for monitoring performance and process for implementing corrective actions.
- Deliverable(s): Provide a list of all products, reports, and plans that will be delivered to your organization and propose a delivery schedule.
- Terms of Contract: Specify length, start date and end date of the contract, and the options for renewal.
- Payments, Incentives, and Penalties: List all the terms of payment for adequate performance. Highlight the basis for incentives for superior performance and penalties for inadequate performance or lack of compliance.
- Contractual Terms and Conditions: Attach standard contracting forms, certifications, and assurances. You may include requirements specific to this particular contract.
- Requirements for Proposal Preparation: A consistent structure in terms of content, information, and documents types simplifies things for the people evaluating the proposals. Therefore, you should request a particular structure for the proposal and provide an exhaustive list of documents you want to receive.
- Evaluation and Award Process: Lay down the procedures and criteria used for evaluating proposals and for making the final contract award.
- Process Schedule: Clearly and concisely presents the timeline for the steps leading to the final decision, such as the dates for submitting the letter of intent, sending questions, attending the pre-proposal conference, submitting the proposal, etc.
- Points of contact for future correspondence: Include a complete list of people to contact for information on the RFP, or with any other questions. Incorporate their name, title, responsibilities, and the various ways of contacting them into this list.
3. Why should we issue an RFP?
The complexity of a project may result in the need for a formal request for proposal. The organization may benefit from many bidders and perspectives when seeking an integrated solution from multiple suppliers. For example, a business moving from a paper-based system to a computer-based system may request proposals for the hardware, software and user training needed for establishing and integrating the new system into the business.
Government agencies or other entities may be required to issue requests for proposals for providing full and open competition to drive down the cost of a solution. However, accepting a proposal that is most responsive to specifications may not always mean the lowest-priced bid.
4. What is the process for creating an rfp?
Skillfully creating a request for proposal may dictate the success or failure of the resulting solution. If specified requirements are too vague, the bidder may not design and implement a complete solution for the problem. If the requirements are too detailed and restrictive, the bidders’ creativity and innovation may be limited.
The process begins with drafting a request for proposal. Bidders review the solicitation and submit suggestions for improvement. After implementing feedback, the final request for proposal is issued. Bidders submit their proposals. The customer selects a small group of bidders and enters negotiations on pricing and technical details. The customer may ask the remaining bidders to submit a best and final offer before awarding a contract. The contract is presented to the company providing the best solution to the issue.