8 Keys for Getting a Great RFP Response

When crafting a request for proposal (RFP), clarity, thoroughness and transparency are key to attracting the right vendor for your project. A well-structured RFP will yield responses that align with your needs and goals, empowering you to select the best partner for a successful outcome. 

Here are eight essential elements your RFP should include to get qualified responses for your project. 

1. Succinct Summary

Interested and well-qualified vendors will research your organization, so there is no need to bog down the RFP with loads of background. Instead, keep your organizational overview brief and focus on providing context for the project. Why is this project important now, and what's driving it? A short introduction will help potential partners understand the bigger picture and align their proposals and deliverables accordingly.

2. Current Situation and Challenges

Don't just outline what you need — explain why you need it. What new or current challenges is your organization facing that this project is intended to solve? Or, has an opportunity presented itself that makes this the right time to begin your project? Providing this "why now" context helps vendors fully understand how the project fits into your broad circumstances in order to yield a tailored response with more incisive solutions for your needs. 

3. Desired Goals and Outcomes

Focus on the most important outcomes you want to achieve as a result of this project. Are you looking to expand your reach, improve efficiency, amplify awareness, increase engagement or something else? A strong RFP will highlight these goals upfront, allowing vendors to propose strategic solutions rather than superficial fixes. 

But don’t forget to gather input from your internal team to ensure the RFP addresses their needs and expectations. This simple step can lead to greater consensus and efficiency throughout the project. 

4. Wish List

Time for the brass tacks. Get specific about what you need, but don't worry if you don't have every detail figured out, especially for more complex projects like websites or large rebranding efforts. Be forthcoming about aspects of the project scope for which you would like the vendor's expert recommendations. 

Remember that a well-crafted RFP allows for refinement during the selection process, and a responsible vendor will bring their expert recommendations into the fold. Vendors don't expect organizations to have all the solutions in the RFP stage. Most vendors are eager to craft a strategic proposal that will deliver the most successful outcomes.

5. Budget Range

You may be reluctant to include your budget in your RFP to avoid showing your hand, but divulging this information will help attract the right vendors and avoid wasting time vetting those whose rates are out of your reach. Providing a realistic budget range allows firms to assess whether they are a good fit to respond to your RFP, and you will receive right-sized proposals that align with your financial expectations. If you are unsure of a realistic project budget, ask professional peers what they invested in similar projects.

6. Required Proposal Elements

While agencies will have their own proposal structures, specifying some must-have elements in your RFP will ensure you get the necessary information in your responses. Consider including:

• Team and firm overview.
• Process and approach to your project.
• Experience in your industry.
• Portfolio and references.
• Estimated budget and timeline.
• Key assumptions and terms.

7. Timeline

Be clear about proposal submission deadlines, the desired project start date and the ideal completion date. It is also crucial to indicate whether you have flexibility in your timeline so vendors can ensure they can accommodate your needs.

8. Protocol for Submitting Questions and Proposals

Vendors often have follow-up questions to help clarify the scope and deliverables of an RFP. Designate a specific contact person on your team to accept these inquiries, and be sure to explain within your RFP how and when vendors should submit questions and when/how they will be answered. This ensures vendors can gather the necessary details to tailor their proposals accurately.

Some firms and agencies do not submit blind RFP responses as a matter of policy, so offering to take a short call may increase your qualified responses. Consider accepting short calls to answer vendor questions. This brief one-on-one discussion can lead to a more efficient RFP process, reducing unqualified responses and helping both parties assess their fit.

Including these key elements in your RFP will attract high-quality responses and ensure you engage the best vendor for a successful outcome.

The preceding content was provided by a contributor unaffiliated with NonProfit PRO. The views expressed within may not directly reflect the thoughts or opinions of the staff of NonProfit PRO.