If I was reading a post about request for proposals (RFP), I\u2019d want to get to the point \u2026 and fast.<\/p>\n
<\/a><\/p>\n And that\u2019s coming from me, a former marketing consultant of about five years with three different agencies. I used to create RFPs and submit bids, so I speak from experience when I say this isn\u2019t always the most exciting<\/em> process.<\/p>\n That\u2019s OK because I have a few tips up my sleeve to make your RFP development process a little less daunting (and a little more fun, hopefully).<\/p>\n Table of Contents<\/strong><\/p>\n What’s an RFP?<\/a> <\/a> <\/p>\n Since I struggle living in a world with a million acronyms, let\u2019s clear up the difference between an RFP and RFI before we continue.<\/p>\n <\/a> <\/p>\n Here\u2019s the TL;DR<\/strong> \u2014 If your business has a project and you need external support, and you already know what type of vendor you\u2019re looking for, you can use an RFP to shop around.<\/p>\n When I worked for a small health communication firm, one of our government clients wanted us to create an educational video series for them.<\/p>\n I developed an RFP on their behalf to solicit proposals from video production companies since we didn\u2019t have the capabilities to complete this work in house.<\/p>\n Hold on to this example \u2014 I\u2019ll use it to walk you through the RFP writing process.<\/p>\n <\/a> <\/p>\n\n As a reminder, here\u2019s the example we\u2019re using for this walkthrough: AJC Health is developing an RFP on behalf of a government client, DoGoodGov, for educational video production services.<\/p>\n (The company names are made up, but the experience is real \u2026 I promise.)<\/p>\n Your RFP should always start with an introduction and overview of your business. This helps set the stage for potential vendors and allows them to better understand who they\u2019ll be working with.<\/p>\n Pro tip:<\/strong> I like to keep this section brief. Just introduce your business, highlight your mission, and discuss the products and services you provide.<\/p>\n Example:<\/strong><\/p>\n AJC Health is a health communication firm based in Washington, DC. Our mission is to empower teens and young adults to lead healthier lives.<\/em><\/p>\n For over 10 years, we\u2019ve helped clients achieve their goals by providing marketing and communications services including campaign development, copywriting, and multimedia project support.<\/em><\/p>\n After you introduce yourself, provide an overview of the project. This is your first opportunity to describe what you\u2019re hoping to accomplish and the areas of expertise you\u2019re looking for.<\/p>\n I like to think of this section as a way to help vendors better understand your priorities so they can tailor their proposals accordingly.<\/p>\n Pro tip:<\/strong> I\u2019d recommend keeping this section clear and concise. Focus on the purpose of the RFP, the type(s) of vendors you\u2019re looking for, and your goals. You\u2019ll have an opportunity later to provide specific details about the scope of work later.<\/p>\n Example:<\/strong><\/p>\n The purpose of this Request for Proposals (RFP) is to invite businesses who specialize in video production, live action, animation, and multimedia for educational purposes to submit proposals to our company.<\/em><\/p>\n We\u2019re currently seeking qualified vendors to support the development of a public health video series on behalf of DoGoodGov. Our goal is to build brand awareness, drive web traffic, and increase our YouTube marketing ROI.<\/em><\/p>\n In the last step, we described the project at a high level. This section is where you can get into the weeds a little bit. State your budget and describe the specific services you need.<\/p>\n For me, it\u2019s helpful to compare this section to the \u201cJob Responsibilities\u201d section in a job description. Give a complete snapshot of what the role entails.<\/p>\n Pro tip:<\/strong> You can take various approaches when describing the services you\u2019re seeking in an RFP, but I recommend incorporating bullet points or breaking up your information so that it\u2019s easy for vendors to scan.<\/p>\n Example:<\/strong><\/p>\n The budget for this project is $12,750.<\/em><\/p>\n The selected firm will be responsible for the ideation, production, and delivery of a three-part video series to educate teens and young adults about the benefits of living a healthy lifestyle.<\/em><\/p>\n Tasks include but may not be limited to the following criteria:<\/em><\/p>\n Ideating video concepts<\/em> <\/p>\n Writing and editing video scripts<\/em> <\/p>\n Multimedia (audio\/video) content development<\/em> <\/p>\n Capturing, importing, and organizing raw media<\/em> <\/p>\n Editing video footage and audio files<\/em> <\/p>\n Creating static and motion graphics<\/em> <\/p>\n Adding music, voice-over, and sound effects<\/em> <\/p>\n Delivering multi-format video files (e.g., YouTube, social media, web)<\/em> <\/p>\n Meeting the requirements of Section 508 Compliance for video<\/em> <\/p>\n General account management<\/em> <\/p>\n Other assistance as required<\/em> <\/p>\n Here, you\u2019ll want to mention any challenges specific to your project. This may include elements like limited resources or specialized requirements that the average vendor may not have or easily obtain.<\/p>\n This may seem counterintuitive, but I\u2019ve found that this helps you eliminate unsatisfactory bidders and figure out which vendors have the skills to tackle those challenges.<\/p>\n Pro tip: <\/strong>It\u2019s crucial to be transparent here. Otherwise, vendors may not fully understand the potential difficulties that may arise. This lack of knowledge could lead to delayed timelines, increased costs, or worse \u2014 an unsuccessful project.<\/p>\n Example:<\/strong><\/p>\n As a federal entity, DoGoodGov requires all materials, including multimedia content, to meet the requirements of Section 508 Compliance. Vendors must have specialized knowledge in 508-Compliance for video production.<\/em><\/p>\n Now it\u2019s time to specify which skills, services, and market expertise are required for consideration. This is the time to get specific, just like we did in the scope of work section.<\/p>\n Some examples of selection criteria that you can specify in an RFP are experience, qualifications, cost, availability, and technical compatibility.<\/p>\n Pro tip: <\/strong>When I\u2019m building out this section, I focus on the objective criteria that my business will use to, well, pick a winning bid. I\u2019ve found that clear selection criteria helps increase your chances of receiving proposals that actually meet your needs.<\/p>\n Example:<\/strong><\/p>\n The ideal vendor:<\/em><\/p>\n Has experience in producing high-quality videos across various formats such as live-action, animation, screencast, whiteboard, and educational video<\/em> <\/p>\n Has a clear process from ideation, production, revision, and final delivery<\/em> <\/p>\n Has experience creating videos for educational purposes (public health knowledge and experience is a plus)<\/em> <\/p>\n Has demonstrated knowledge in the requirements of Section 508 Compliance<\/em> <\/p>\n Can provide a highly responsive, collaborative, and transparent communication process<\/em> <\/p>\n The selection criteria and the submission process outline go hand-in-hand to ensure you end up with a strong collection of proposals.<\/p>\n Tell vendors where to submit their bids and to whom, and give them a timeline that includes the submission deadline, date for final selection, and project completion date. Then, tell them exactly what you want them to submit.<\/p>\n Pro tip:<\/strong> I\u2019d treat the submission process as a test for who\u2019s capable of meeting your requirements. If a vendor can\u2019t complete all elements of your proposal, you probably can\u2019t trust them to finish your project, either.<\/p>\n Example:<\/strong><\/p>\n Submission Information<\/em><\/strong><\/p>\n Submissions may be sent via mail or electronically by the submission deadline.<\/em><\/p>\n Project Name or Description: Video Production Services<\/em> <\/p>\n Company Name: AJC Health<\/em> <\/p>\n Address: 123 Howie Ave.<\/em> <\/p>\n City, State, Zip Code: Silver Spring, MD 20906<\/em> <\/p>\n Procurement Contact Person: Alana Chinn<\/em> <\/p>\n Telephone Number of PCP: 123-456-7890<\/em> <\/p>\n Email Address of PCP: achinn@consulting.com<\/em> <\/p>\n Fax Number: N\/A<\/em> <\/p>\n Submission Timeline<\/em><\/strong><\/p>\n Proposals must be submitted by February 10th. The award will be granted no later than March 1st. Final video delivery must occur by June 30th.<\/em><\/p>\n Submission Criteria<\/em><\/strong><\/p>\n A submission must, at a minimum, include the following elements:<\/em><\/p>\n Description of the firm that includes a general overview, names and credentials of creative team, number of full-time employees.<\/em> <\/a> <\/p>\n Below, I\u2019ve included one of my favorite RFP templates. (It\u2019s ours at HubSpot, so I may be a little biased.)<\/p>\n <\/a><\/p>\n Download a free, editable RFP template.<\/a><\/p>\n You can use this template to build your initial structure, but I\u2019d recommend tailoring your RFP to best articulate your company\u2019s needs.<\/p>\n <\/a> <\/p>\n Background<\/strong><\/p>\n AJC Health is a health communication firm based in Washington, DC. Our mission is to empower teens and young adults to lead healthier lives.<\/p>\n For over 10 years, we\u2019ve helped clients achieve their goals by providing marketing and communications services including campaign development, copywriting, and multimedia project support.<\/p>\n Project Overview<\/strong><\/p>\n The purpose of this Request for Proposals (RFP) is to invite businesses who specialize in video production, live action, animation, and multimedia for educational purposes to submit proposals to our company.<\/p>\n We\u2019re currently seeking qualified vendors to support the development of a public health video series on behalf of DoGoodGov. Our goal is to build brand awareness, drive web traffic, and increase our YouTube marketing ROI.<\/p>\n Budget<\/strong><\/p>\n The budget for this project is $12,750.<\/p>\n Scope of Work<\/strong><\/p>\n The selected firm will be responsible for the ideation, production, and delivery of a three-part video series to educate teens and young adults about the benefits of living a healthy lifestyle.<\/p>\n Tasks include but may not be limited to the following criteria:<\/p>\n Ideating video concepts As a federal entity, DoGoodGov requires all materials, including multimedia content, to meet the requirements of Section 508 Compliance. Vendors must have specialized knowledge in 508-Compliance for video production.<\/p>\n The ideal vendor:<\/p>\n Has experience in producing high-quality videos across various formats such as live-action, animation, screencast, whiteboard, and educational video Contact Information<\/strong><\/p>\n Submissions may be sent via mail or electronically by the submission deadline.<\/p>\n Project Name or Description: Video Production Services Timeline<\/strong><\/p>\n Proposals must be submitted by February 10th. The award will be granted no later than March 1st. Final video delivery must occur by June 30th.<\/p>\n Submission Criteria<\/strong><\/p>\n A submission must, at a minimum, include the following elements:<\/p>\n Description of the firm that includes a general overview, names and credentials of creative team, number of full-time employees.
\n RFP vs RFI<\/a>
\n How to Write an RFP<\/a>
\n RFP Template<\/a>
\n RFP Sample<\/a>
\n Tips for Writing an RFP<\/a> <\/p>\n1. Provide background information.<\/strong><\/h3>\n
2. Define your project purpose and goals.<\/strong><\/h3>\n
3. Outline the budget and scope of work.<\/strong><\/h3>\n
4. Call out any barriers or roadblocks.<\/strong><\/h3>\n
5. Highlight your selection criteria.<\/strong><\/h3>\n
6. Specify your submission process.<\/strong><\/h3>\n
\n A one-page narrative outlining the firm\u2019s strengths and distinguishing skills or capabilities as they might relate to AJC Health.<\/em>
\n A representative selection of multi-channel video content, audio samples, and project management plans created for current and past clients.<\/em> <\/p>\nRFP Template<\/strong><\/h2>\n
RFP Sample<\/strong><\/h2>\n
1. Introduction<\/strong><\/h3>\n
2. Budget and Services Requested<\/strong><\/h3>\n
\n Writing and editing video scripts
\n Multimedia (audio\/video) content development
\n Capturing, importing, and organizing raw media
\n Editing video footage and audio files
\n Creating static and motion graphics
\n Adding music, voice-over, and sound effects
\n Delivering multi-format video files (e.g., YouTube, social media, web)
\n Meeting the requirements of Section 508 Compliance for video
\n General account management
\n Other assistance as required <\/p>\n3. Barriers to Completion<\/strong><\/h3>\n
4. Selection Criteria<\/strong><\/h3>\n
\n Has a clear process from ideation, production, revision, and final delivery
\n Has experience creating videos for educational purposes (public health knowledge and experience is a plus)
\n Has demonstrated knowledge in the requirements of Section 508 Compliance
\n Can provide a highly responsive, collaborative, and transparent communication process <\/p>\n5. Submission Process<\/strong><\/h3>\n
\n Company Name: AJC Health
\n Address: 123 Howie Ave.
\n City, State, Zip Code: Silver Spring, MD 20906
\n Procurement Contact Person: Alana Chinn
\n Telephone Number of PCP: 123-456-7890
\n Email Address of PCP: achinn@consulting.com
\n Fax Number: N\/A <\/p>\n
\n A one-page narrative outlining the firm\u2019s strengths and distinguishing skills or capabilities as they might relate to AJC Health.
\n A representative selection of multi-channel video content, audio samples, and project management plans created for current and past clients. <\/p>\n