Writing a Request for Proposal (RFP) can seem overwhelming if you don’t know where to begin. RFPs should be concise and clear, yet detailed. Below is a list of various sections to include in an RFP to make it beneficial for both parties.
You can download our WLAN RFP Starter Pack which includes a template, instructions, and an excel spreadsheet for your building inventory.
- Project Overview and Goals: Briefly explain the purpose of the RFP, what services you are looking for, and the goal of the project.
- Organization’s Background: Describe your organization and what it does. Depending on the demands of the organization, requirements can vary greatly from project to project.
- Scope of Work and Deliverables: You provided a brief explanation before, but this section is where you’ll add specific details about your project. Be sure to also include information and expectations regarding deliverables, such as types (products, reports, and plans) and timelines.
- Technical Requirements: The goal of this section is to describe all requirements and any limitations for the project. The more detailed the technical requirements, the more detailed the responses will be. A comprehensive requirements section will also allow bidders to provide better estimates for the overall project.
- Evaluation: Let your potential bidders know what you’re looking for and how you will be evaluating them. Are you requiring sample reports so that you can get a feel for their work? Should they provide past performances? Do you want resumes included?
- Format and Timeline: If you want the proposal formatted a certain way, now is your time to let bidders know. This can include the format in which a proposal should be submitted (electronic or hard copy), separate volumes, or requesting a specific pricing layout. Also, include the due dates and times for submitting questions and the final proposal.
Don’t forget to include:
- A point of contact (POC): include name(s), email(s), and phone number(s).
- Any necessary attachments. For example: A WiFi RFP should include floor plans for any in-scope areas.
Once you know what to include in an RFP, creating one doesn’t seem so daunting anymore. A good RFP will make it easy for a potential bidder to gauge the scope and cost of a project. Since a contractor cannot guess a project’s needs or requirements, it is important to provide as much detail and information as possible. By including these key elements in your RFP, you are guaranteeing quality responses from your bidders.