How to Request Proposal Components

Use specific request proposal components for an effective RFP.

Requesting proposal components involves a series of statements that uniformly inform vendors of your specific need for their product or service. This document is called a request for proposal or RFP. An effective RFP informs vendors of the intent of the project and specific requirements they should include in their response to bid for the job.

Instructions

1. Write a general description of the product or service you are looking for. This introduces vendors to the nature and purpose of your project which provides them with the information they need to submit or decline an offer. This is also where you indicate if the RFP will be competitive.

2. Offer, in a brief statement, information about your company, including information about your typical customer and your strength in the industry. Include information regarding who will be handling all calls and inquiries for this project. Provide their name, title and appropriate ways of contacting them.

3. Break down the project with detailed information about obligations required by the vendor and the timeline expected for completion of the project.

4. State what is expected in regards to the outcome of the project, the performance of the vendor throughout, how the vendor will be monitored and information about implementation of actions that will be taken to correct any breach of the proposal and/or subsequent contract. This is the "Standards Required" component.

5. Provide a set of specific information regarding when the proposal is due. Include a list of all required documents to be provided along with submission of the proposal. This will simplify the evaluation process. Set a standard of truth for responses from the company if false information is provided.

6. Specify the contract information that the project will include. Detail how long the project will last, with the start and end dates, and how and when the vendor will be paid.

7. Detail the payment schedule upon performance of the "Standards Required." If there will be incentive pay, this should be outlined in this section as well.

8. State when a "Letter of Intent" (LOI) should be submitted, how the received proposals will be evaluated, the timeline and when selection of the vendor will be made. The LOI is a document from the vendor to declare they intend to submit a proposal for the project.

Tips & Warnings

• According to InternetTraining.com, "Developing a well-written RFP takes time and planning. However, the benefits of being able to compare proposals which use a common format will make your job much easier when it comes to selecting a qualified vendor."

References

• Internet Training: How to Write a Request for Proposal

Resources

• Free Management Library: Sample Request for Proposal
• RFP Templates: How to Write Professional, Impressive, Request for Proposal (RFP) Letters