How to Reply to a Request for a Proposal
Savvy organizations know that the best way to get the best products at the best prices is through competition. They also know that the more you purchase from a company, the more control you have over prices. This is also known as economies of scale. When organizations want to begin a new contract for a certain product or service, they issue a request for a proposal to those organizations can fulfill the request. Responding to a request for proposal doesn't have to be hard, but it does take a keen attention to detail.
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Instructions
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Read through the entire proposal at least three times to clearly understand what is being requested. If you have any questions, it is better to get them out of the way early on. The organization that issues the RFP will appreciate the points of clarification and will likely share the points with everyone they sent the RFP to. This is also a great way to introduce yourself to the contract manager of the account.
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Draft an outlined response. Take note of specific formatting instructions that relate to the way the organization (contract manager) wants the RFP delivered. Use this as a guide to create an outline. Create bullets for section headers. Use this as a guide to create the outline. Start by making a bulleted list of all of the section headers. Answer each question with a bullet point in a concise manner. Every RFP is different, with very detailed questions, so be sure to answer each question. For example, if the RFP wants to know how many people will be servicing the account, provide a number to answer the question directly and then provide a list of the names and contact information for the team.
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Assemble an RFP response team after reading through the RFP. They will need to do the same, but it is important to read through it before assembling your team as it will provide greater insights on who you should ask to be a part of the team. It is important to have multiple perspectives to assist on an RFP response, especially if the response is highly technical.
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Identify and determine the due date for the proposal, as well as the presentation data if any. Work backward from this date, and be sure to create a master calendar with all deadlines and distribute to team members.
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Assign a project lead and champion. Establish other roles such as record keeper if the response is long.
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Review a draft of the completed project. Brainstorm additional ways to increase the return or add value to the deal. Deal with and answer all questions and update the master calender.
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Prepare for the presentation. Presentations are used to narrow the list and are therefore very important. Dress professionally and introduce the account team that will be working with the company. Make the presentation with confidence and don't be afraid to ask for immediate feedback following the presentation.
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Submit the materials on or before the due date. Be sure to submit all materials before the due date to avoid any issues, and be sure to follow up with the contract manager a week after the date to ask if you can provide additional information.
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References
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