Writing a clear request for proposal (RFP) is crucial for companies to attract qualified suppliers. The first step is to determine the company’s needs and wants, and to use language that accurately reflects them. It’s also important to know what the ideal proposal will look like and to provide a timeline and next steps for applicants.
When a company decides to purchase an item or service and wants to solicit potential suppliers, it first writes a request for proposal (RFP). The RFP sets out the criteria they want vendors to meet, proposing why they should be hired for the job. It is important to write a clear request for proposal and ask for all necessary information, while presenting the company in a positive light. A botched request for proposal could mean that the company could end up with essentially unqualified or subpar suppliers, or no proposals at all.
The first step in writing a request for proposal is simply enough to determine exactly what the business needs. While this sounds pretty basic, it’s actually the most overlooked step by companies. Many companies start writing a request for proposal without having a clear understanding of what their needs and wants are, and end up asking for too much, too little, or contradictory things. Input should be solicited from everyone involved in the affected project, and consensus reached on what is really needed before the RFP begins.
Providers will need to know exactly what you need to accomplish and what you simply want to accomplish. Many companies make the mistake when they write an RFP of creating a wish list of their dream features, but using need words like must and must. Suppliers who may not be able to meet one or two of these criteria may not submit a proposal if they feel the criteria are absolutely necessary. It is important to pay attention to the language used, saving necessary words for when they are needed and using softer language such as wish and optional for preferred features.
Before any proposal is requested, it is also a good idea to know what the ideal proposal will look like. If there are multiple aspects that proposals will be judged on, for example, whether they will be judged on price, timeliness, and feature density, get an idea of how much of each of those features will be weighed. Learn how a proposal that offers the lowest price but a long wait time will compare to a proposal that is twice as expensive but takes half the time. This will help reduce confusion and stress later in the process.
Actually sitting down to write a request for proposal can be a fairly simple and quick procedure once the groundwork has been laid. The introduction should just set out why the company is asking for proposals and provide an overview of the rest of the request, including important criteria and deadlines. The RFP should then cover what a winning proposal should have, followed by the desired characteristics and criteria for choosing the winner, especially if there are defined selection criteria. Next, a timeline should be provided that sets out multiple reference dates and a final due date. Finally, the RFP should give applicants an idea of what will happen next, including how long they can wait to receive a response and whether those not selected can expect a response.
Protect your devices with Threat Protection by NordVPN
