The RFP Template – Writing Proposals That Win Bids

Many businesses and organizations use a request-for-proposal (RFP) format to receive bids for work or goods that they wish to purchase. By using this proven RFP template below, you can become more successful at proposal writing and win more bids.

Because RFP writing can be challenging and time-consuming, many businesses either don’t participate in the bid process or they don’t write bids that win. Proposal writing is a combination of science and art: you need to follow guidelines or a template (the science) and you need to write a compelling and persuasive bid (the art).

First, recognize that there are a number of different methods used for bids or tenders: request for expressions of interest (RFEIP), request for proposal (RFP), request for qualification (RFQ), request for information (RFI), and request for technical specifications (RFTS). These requests are typically used by all levels of government; hospitals; schools, universities and colleges; and a number of organizations (typically larger organizations such as banking institutions, utility companies, and so on). Often the value of the ‘buy’ dictates whether or not the request for proposal or bid process will be used (for example, no one is putting out a request for proposal for a roll of toilet paper, but if the request is to supply the whole hospital with toilet paper, it is likely to be purchased through the RFP process).

Then, before you begin writing your response to the RFP, review the request for proposal and ensure that you want to bid for it; I’ve known clients that have got all the way to the end of proposal writing and then decided the RFP wasn’t a good fit for them or that the bid was too big, too small, not right. Develop your own bid or no-bid criteria and assess each RFP or other requests (RFEIP, RFQ, RFI, RFTS) before you begin the work of writing proposals.

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How to Understand a Request For Proposal

The task of understanding and interpreting a Request for Proposal (RFP) or Request for Tender (RFT) for the procurement of goods or services can be daunting for companies that have not had much exposure to this sort of procurement method. You may have read through hundreds of pieces of paper a few times and still be trying to work out what is being requested, and what you actually need to send back in your proposal or bid. The layout and language used in an RFP/ RFT document can often be confusing or ambiguous. It may be difficult for you to understand why certain documents are included and also difficult to even decipher the actual technical products or services being requested. So how do you go about understanding and interpreting a RFP/ RFT document for you to appropriately plan your bid or response?

Summary information that outlines the products or services being called for, and the general information such as closing dates and time, and place that the bid is to be lodged

General Conditions of tender that detail the overarching conditions, such as:

Tendering or bidding conditions – these are normally a stock-standard set of conditions imposed by the requesting organization that details the conditions to which you must comply in placing a bid. They can include the specified tender validity period, their right to negotiate, their right to accept or reject bids, the required tender format and the tender’s timings, ownership of the tender documents, just to name a few.

Evaluation criteria – these are the areas that your response will be assessed against. There will be a list of technical areas and financial and pricing requirements. Generally, you will see criteria that loosely match against the response schedules. Unfortunately, you won’t be able to see what weightings these criteria are assigned in the overall evaluation.

Attachments or Appendices that may provide additional information but do not fit easily into the company’s standard terms or format of the tender documents

Draft Contract or Agreement intended to be used should your proposal be selected.

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