When your company or organization wants to acquire products, solutions or services, you need to invite bidders, and pick the most suitable one. You do this by writing an RFP requesting qualified suppliers or providers apply for the right to complete the project. The vendor or providers will write proposals which you will review, and later, award the project to the best bidder. But, this process won’t be easy if you don’t know how to write a request for proposal (RFP). Here are 5 tips to help you.
1. First, understand what is a Request for Proposal
Before anything else, you should first know what is an RFP, and after that, you can learn how to write one. RFP is a unique document that outlines an organization’s needs and asks for solutions from qualified vendors, who will send proposals to win the right to deliver the solutions or complete the project. In short, it is a document sent from an organization or company to vendors, requesting them to submit proposals. The proposals can be about what the vendor will deliver, how they will do it, how long it will take, and answer specific questions asked by the issuer on the RFP.
2. Use a standard format
You don’t have to make writing an RFP a complicated process. You only need to use a standard format that includes 11 elements. Start with the statement of purpose, background information, scope of work, outcomes and performance standards, deliverables, terms and conditions, ‘payments, incentives and penalties’, requirements for proposal preparation, evaluation and award process, process and schedule and lastly, your contacts. This is the simplest format that will make your work easy.
3. Get tips online
There are many sites online offering RFP templates and examples. You can take advantage of that and learn online. Use the online templates and examples to craft the best RFP that will attract positive responses. However, you have to be careful, not all sites will provide trusted information you can use to write your organization’s RFP.
4. Ask the right questions
Your RFP should have questions that the bidders should respond to. If you want to pick the best bidder, ask the right questions to see if you will get the right answers. Asks questions like; Is there a trail period? This question is essential when buying a software or program. What is the implementation plan? How do you handle customer complaints? and more, are some of the other questions you should ask the bidders.
5. Be clear on your request
You have to be very clear on what you want. If you want a software for management, talk of the need and even explain the type of software you want. Let your needs dictate your request.
When you write a good RFP, you are likely to get the best responses from qualified bidders. However, you don’t have to write an RFP, at The Bid Lab, you can get professionals ready to write a good RFP for you. Therefore, don’t struggle with that RFP, let The Bid Lab help you with that.