How to Respond to a Request for Proposal
Organizations often issue requests for proposals (RFPs) to evaluate potential contractors or vendors for for specific work or products. The responding company submits a document detailing how it would accomplish the tasks involved and how much they would charge.
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Instructions
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Write an outline. Base your outline on the RFP's description of the work and requirements for the response document. Generally, your response will state the need and objectives of the work, how you would accomplish the work, your experience and how much it would cost.
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Begin writing. Follow the format provided in the RFP and submit the items, such as resumes, that are requested. You must meet any deadlines that are indicated. RFPs from government entities usually ask for considerable information and supply forms for that information. Some nonprofit organizations and foundations may ask only for a two-page letter.
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State why the work or product is needed. A typical RFP requires this.
For example, if you are proposing to train workers for new jobs, you could provide evidence that unemployment has risen in the project area. You could show that jobless people are available for training and willing to participate. Also, you might explain the opportunities the trainees would have for work once they are trained.
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State the objectives or goals of the project. These goals reflect what you expect to accomplish, based on the work description stated in the RFP.
Consider the example of a job training program. You could cite how many people would be trained and for what potential jobs. Or you might list the number of jobs that could be added to the local economy, given a demonstrated need for the work.
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Explain your plan, or scope of work, by detailing how you would establish and run a program to meet the objectives. Also state how progress would be measured against the objectives.
For example, a job training proposal might include the training to be provided, the staff or institutions needed to provide the training and carry out the other activities, how the trainees would be recruited, how you would enlist employers to hire the trainees and how the program would be administered.
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Establish your credibility and experience. State if your organization has done similar work and discuss the results. If your organization lacks competence in some specific activity, describe how you would get the help you need.
For a job training proposal, you could explain your previous training work in the area and why residents, institutions such as community colleges and employers would cooperate with you.
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Detail your budget for getting the work done. Budget is high on the list of selection criteria. It must be realistic for the program being proposed. Detail both direct and indirect costs.
Usually the major expenses would be for staff and general and administrative expenses, such as mileage reimbursement and supplies. In addition to supplying money for these direct costs, the RFP may require "in-kind" matching funds. In-kind contributions may include the time of volunteers and the use of donated space and equipment.
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Submit the proposal as required by the RFP. Some RFPs require responses to be uploaded online instead of being mailed.
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Tips & Warnings
Including an executive summary is usually a good idea, if the format allows.
Save the information about your organization (including project experience and resumes). This "boilerplate" material is useful for other RFP responses.
References
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