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How to Create a Request for Proposal

A Request for Proposal (RFP) is a document issued by a buyer to solicit vendor offerings for products and services, particularly for software evaluation. Writing a professional RFP involves gathering information to address key questions about the project, including its purpose, background, scope, and evaluation process. Common sections of an RFP include the Statement of Purpose, Scope of Work, Deliverables, and Evaluation Process, among others, which help define the requirements and expectations for potential vendors.

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4 views

How to Create a Request for Proposal

A Request for Proposal (RFP) is a document issued by a buyer to solicit vendor offerings for products and services, particularly for software evaluation. Writing a professional RFP involves gathering information to address key questions about the project, including its purpose, background, scope, and evaluation process. Common sections of an RFP include the Statement of Purpose, Scope of Work, Deliverables, and Evaluation Process, among others, which help define the requirements and expectations for potential vendors.

Uploaded by

Warrior Gaming
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Definition of a Request for Proposal

A request for proposal (RFP) is basically a publication of detailed requirements by a


prospective buyer in order to receive vendor offerings. Usually dedicated to software evaluation,
comparison, and selection, a request for proposal may be issued to select any kind of products
and services. RFP publication is an efficient tool to gather solution capabilities, which are then
put into an evaluation matrix that allows the selection of the solution that best fits the
requirements.

How to write a professional RFP


Information Gathering
It is highly recommended that you to read the suggestions below in order to write a proper and
successful RFP.

1. Seems obvious but use a formal letterhead and do not handwrite your RFP. Use the
County templates (Purchasing can assist with getting sample RFPs) provided by
Purchasing Services. Using a template and sample of an RFP will save you time.

2. Identify all the key common sections of an RFP you should include by simply
answering each and any of the questions Why? Who? What? How? and When? as
shown below:
a. WHY?
Why does your organization need to buy a new solution?
Answering this question allows you to create the section called Statement of
Purpose.

b. WHO?
Provide a brief description of your organization.
This information will become the Background information.

c. WHAT?
What is the nature of your project?
What are the needs?
What are the expected outcomes?
Answering these questions allows you to complete the following sections:
 Scope of Work
 Outcome and Performance Standards
 Deliverables

d. HOW?
What is the contract?
What kind of information and documents do you expect to receive from
providers?
How will proposals be evaluated and the best matching solution selected?
This information will be used for the sections:
 Term of Contract
 Payments, Incentives, and Penalties
 Contractual Terms and Conditions
 Requirements for Proposal Preparation
 Evaluation and Award Process

e. WHEN?
When to submit questions, proposal?
When the decision will be taken?
What is the whole selection process timeframe?
Who are the people responsible for evaluating proposals? For taking the final
decision?
Answering these questions allows you to populate both sections Process
Schedule, and Points of contact for future correspondence.

Common Sections of an RFP


By answering the questions above, you were able to gather relevant information that will help
you detail the common sections of an RFP. Here is a brief description for each and any of the
common sections of your RFP:

1. Statement of Purpose
Describe the extent of products and services your organization is looking for, as well as,
the overall objectives of the contract.

2. 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.

3. Scope of Work
Enumerate the specific duties to be performed by the provider and the expected
outcomes. Include a detailed listing of responsibilities, particularly when sub-contractors
are involved.

4. 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.

5. Deliverables
Provide a list of all products, reports, and plans that will be delivered to your organization
and propose a delivery schedule.

6. Term of Contract
Specify length, start date and end date of the contract, and the options for renewal.

7. 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.
8. Contractual Terms and Conditions
Attach standard contracting forms, certifications, and assurances. You may include
requirements specific to this particular contract.

9. 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.

10. Evaluation and Award Process


Lay down the procedures and criteria used for evaluating proposals and for making the
final contract award.

11. Process Schedule


Clearly and concisely present 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.

12. Contacts
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.

13. Do not forget to post your RFP to the County website and send directly to vendors
identified in your market research.

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