The way to Write a Request for Suggestion with Template and Sample

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Regardless of whether you’re working for a small agency or a major marketing firm, you’re probably eventually going to need to fill out a Request for Offer, or RFP.

Your company can’t do everything internally, so when your business needs to purchase a service or product from elsewhere, you might need to buy around. An RFP allows you to collect offers from various vendors and select the vendor that will best meets your requirements, both in regards to ability and budget.

Any time you delegate work to a supplier, there’s a potential for issues such as miscommunication around the scope of the work and the compensation. What a great RFP does is get rid of gray area so that each understand what needs to be delivered, whenever, and for how much.

RFP Template

Here, we’ve provided an RFP template you can follow for initial structure, as well as a sample RFP for further motivation. But it isn’t one-size-fits-all — you’ll need to tailor your RFP to best articulate your company’s needs.

Free editable rfp request for proposal pdf template

Download a free, editable RFP template.

RFPs come in all shapes, dimensions, and visual formats based on the needs of your company as well as the work that must be performed. Towards the top of a standard RFP, you’ll find these:

Project Name or even Description

Company Name

Address

City, State, Zip Code

Procurement Contact Person

Telephone Number of PCP

Email Address associated with PCP

Fax Number

Your body of the RFP will consist of additional details about the task, including:

  1. Background/Introduction
  2. Project Goals plus Scope of Services
  3. Expected Selection Schedule
  4. Time and Place of Submission of Proposals
  5. Timeline
  6. Elements of Proposal
  7. Evaluation Criteria
  8. Possible Roadblocks
  9. Budget

Continue reading to learn more about what goes into all these sections so that you can build an RFP of your own.

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Now that you understand the elements of an RFP, you can build your own template and fill it out to enable you to start accepting bids. We’ll use a fictitious company, Caroline’s Websites, Inc., to illustrate exactly how each section should be executed, starting with the header:

Project Name or Description: Marketing Services

Company Name: Caroline’s Websites, Inc.

Address: 302 Inbound Ave.

City, State, Zip Code: Boston, MA 29814

Purchase Contact Person: Caroline Forsey

Telephone Number associated with PCP: 227-124-2481

Email Address of PCP: cforsey@consulting. com

Fax Number: N/A

Next, we’ll go into each of the elements of the RFP along with information using the same fictitious company.  

1 . Background/Introduction

Caroline’s Internet sites, Inc. is a web design firm created by Caroline Forsey this year. Caroline’s Websites, Inc. prides itself on a team-oriented, solutions-based approach to web design. We provide the clients with web design solutions including coding, development, plus branding. Our staff is situated in two offices in Ma.

2 . Project Goals plus Scope of Services

Caroline’s Websites, Inc. is seeking the services of a full-service communications and marketing firm to build up and execute a comprehensive included marketing plan that boosts our SEO presence; attracts more social media followers; plus effectively completes a free lead generation campaign. The award will be made to a responsive plus responsible firm based on the best value and professional capability.

The particular selected firm will be responsible for the development and execution of a comprehensive and most affordable marketing plan.

Tasks consist of but may not be limited to these criteria:

• Lead generation campaign

• Paid media technique

• Production of innovative material including collateral plus direct mail

• Online marketing campaign

• Website enhancement

• Search engine optimization

• Common account management

• Various other communications and/or marketing-related support as required

3. Expected Selection Schedule

The Request Proposal timeline is as follows:

Request for RFP: June one, 2020

Deadline for Customers to Submit Questions: This summer 5, 2020

[Company Name] Responds to Bidder Questions: July 20, 2020

Selection of Top Bidders / Notification to Unsuccessful Buyers: July 31, 2020

Start of Negotiation: August 5, 2020

Contract Award or Notification to Unsuccessful Bidders: August 31, 2020

four. Time and Place of Distribution of Proposals

The RFP will be posted on our internet site, Carolinewebsites. com, and can be downloaded from there directly as of 10 a. m. upon June 1, 2020.

Participants to this RFP must send one original and 5 copies of their proposal. Reactions must be received no afterwards than July 25, 2020. Responses should be clearly notable “RFP-MarketingServices” and mailed or delivered to the contact individual listed above.

5. Timeline

Caroline’s Websites, Inc. needs the project completed within almost eight months.

6. Elements of Offer

A submission must, at least, include the following elements:

• Description of the firm which includes a general overview, names and credentials of creative group, number of full-time employees.

• A one-page narrative outlining the firm’s strengths and distinguishing skills or features as they might relate to Caroline’s Websites, Inc.

• An agent selection of social media ads, direct response material, collateral, and website development created for current plus past clients.

7. Assessment Criteria

The successful respondent will:

• Have been working continuously as a marketing company for a minimum of 24 months and possess full-service, in-house capabilities with regard to marketing, creative services, production, media planning and placement, direct response and research.

• The education, experience, information, skills, and qualifications of the firm and the individuals who is going to be available to provide these providers.

• The competitive cost of services.

• The expertise of the particular firm in working with similar customers.

8. Possible Roadblocks

At this time, Caroline’s Websites, Inc. currently has custom code on our website, of which buyers should be aware.

9. Budget

Caroline’s Websites, Inc. ’s plan for the project is $8, 750. 00.

These elements were written in a way in order to clarify the scope from the project that Caroline’s Web sites, Inc. wants completed so that suppliers know whether or not to create a bid. Defining the task allows the bidder to determine if they’re a good suit and how much they’d likely charge. Being as clear as possible serves to benefit (and even protect) both parties in the long run.

To use some of these elements in your own RFP, start with an RFP template and adjust it to your liking.

Editor’s note: This post had been originally published in June 2018 and has been updated for comprehensiveness.

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