Beth Goldowitz, who’s been managing nonprofit organizations for the past 20 years, says that when “managed correctly, grants can keep organizations afloat. They’re stable and predictable, a revenue stream that the organization can count on for the duration of a contract.”

But do you know how long it takes to write a single grant application?

Over 30 hours, and considering that grant writers usually get paid between $25 and $100 per hour, depending on their experience, it’s a significant cost. That’s why it’s so important for nonprofits to decide which grants to pick.

Your organization can make it much easier for applicants to assess if they’re the right fit for your project. It all comes down to getting your RFP for grants right, including adding the right sections and asking the right questions.

Before I dive deeper into the subject, let’s answer the question: what is an RFP for grants?

What is an RFP for grants?

The Challenges of Writing an RFP for Grants

The Anatomy of an RFP for Grants

How to Write an RFP for Grants

Best Practices for Writing an RFP for Grants

RFP for Grants Resources

What is an RFP for grants?

An RFP for grants, or Request for Proposals, is a document issued by grantors such as foundations and government agencies encouraging nonprofit organizations to submit proposals for funding.

Essentially, RFPs offer nonprofits an opportunity to secure funding for various initiatives, irrespective of whether they relate to education, healthcare, or environmental causes.

Each RFP is tailored to achieve a specific goal, so submitted proposals must be in line with the objectives outlined in the RFP.

The Challenges of Writing an RFP for Grants

I have spoken to a few people working at nonprofits to find out what challenges they came across, either while creating their own RFPs or preparing RFP proposals. Here are the most common obstacles.

Lack of Sufficient Information About the Procurement Process

The quality of your procurement process will impact the quality of the applications you receive. If you don’t share enough information about it, like the timeline, budget, selection criteria, etc., then two things might happen:

• You will receive applications that aren’t the right fit for the project.
• A lot of applicants who are the right fit won’t take part in the process as they’ll feel discouraged by the lack of clarity.

The more detailed and logical your procurement process is, the higher the chances of receiving high-quality proposals.

RFP Grants Failing to Communicate the Vision Clearly

This is an RFP grant challenge that has come up the most frequently.

Gauri Manglik, CEO and co-founder of Instrumentl, says that “many organizations struggle to articulate what specific issues they are trying to address and how the grant they offer will drive impact.”

What often happens is that RFP grant writers take a scattered approach instead of having a cohesive strategic framework. As a result, it’s hard for founders who give out grants to evaluate the proposal’s purpose and potential.

Manglik adds that “the most effective RFPs have a sharply defined focus outlining the goals, target population, and theory of change for proposed activities.”

Not Understanding the Legal Implications of the Grant

Grants often come with terms and conditions that must be followed to stay compliant. Failing to do so might result in penalties or even in grants being revoked.

These terms and conditions should be clear and easy to understand to minimize the risk of breaching them.

Jonathan Feniak, general counsel at LLC Attorney, says, “When writing RFP grant proposals, it’s crucial to understand the legal implications of the grant and factor any liabilities into your plan.

If any IP is developed with grant funding, you must specify ownership rights to avoid potential conflicts with donors later.”

Feniak also notes that proposals should clearly outline your expectations, and you must agree on whether the charity or the investor owns its rights.

“Generally, it’s best to consult your legal team throughout the RFP writing process to manage the risks and clearly outline IP ownership,” adds Feniak.

Ensuring clarity and specificity in the language used.

It’s vital to use a language that is not only clear but also specific so it’s easier for potential bidders to understand what’s expected of them. This applies to the requirements, objectives, and expectations of the project.

Kimberly Wall, co-founder of BibleKeeper, says, “The challenge lies in articulating the project’s goals, objectives, and expected outcomes clearly using words that are not really overwhelming the potential applicants with unnecessary details.”

Using the right language will eliminate confusion among nonprofits and make sure that their proposals accurately correspond to the needs of the RFP issuer.

The Anatomy of an RFP for Grants

RFPs for grants come in two forms: concise, short tables, where information is filled out in bullet points, and longer ones, which cover each section in detail.

The former aims to give a high-level overview, while the latter is where applicants take a deep dive into their proposal.

So, there isn’t such a thing as an “ideal” length for an RFP. These types of documents can take up multiple pages and usually function as downloadable PDFs.

If you’re wondering what elements grantors should include, then here’s an RFP structure we recommend at HubSpot.

RFP: [Project Name]

Proposal Due By: [Date]

[Organization Name]

In addition to the name, this section could also feature a short overview of your mission. Don’t include a long history of your organization. Instead, use this space to provide a bit of context on what it does and its target market.

Project Overview

A brief introduction to the project itself to let nonprofits know right away if it’s something worth bidding on — no longer than 1-2 paragraphs.

Project Goals

This section identifies what you hope to accomplish through assigning funds to relevant organizations. Specify what you’ll see as a “win” so everyone is on the same page.

Scope of Work

A description of the project and a scope of work — either detailed, if it’s a long RFP, or bullet points if it’s short.

Current Roadblocks and Barriers to Success

In this section, mention any potential constraints that could either disqualify certain candidates or increase the operational complexity of meeting goals.

Evaluation Metrics and Criteria

Here, you outline how you’re going to choose grantees. There are different approaches — some companies use simple “yes” or “no” evaluations to check if a proposal meets the project objectives.

Other organizations use percentages to score more important criteria higher than others.

Submission Requirements

Exact guidelines bidders must adhere to.

Project Due By

If there is a specific project delivery date, mention it in the RFP. This will help you filter out applicants who can’t guarantee completing it within the required timeline.

Budget

Here, you should include the target budget. Specify if this budget will be distributed among multiple organizations or assigned to a single grantee.

General Conditions of Contract

This could include information like:

• Applicant’s legal status.
• Your stance on subcontracting.
• Indemnification, insurance, and liabilities.

Some templates also suggest asking questions that you expect bidders to answer — these can serve as a way to further check their alignment with your mission.

How to Write an RFP for Grants

So, now that you know what goes into an RFP, let’s learn how to write them. Below, I’ll describe the steps you should take when tackling this paperwork.

In each section, I’ll work through the steps, as I build a mock RFP for sustainability nonprofits.

My sample organization, Earthly Partners, is looking to fund sustainability projects based in the Southwestern United States. Let’s get started.

1. Identify the objectives.

In this step, I want to list all the key information, like goals, timeline, budget, and applicant profile.

As you gather these, you’ll likely come across some informational gaps or considerations that require expert knowledge, like legal considerations and grantor/grantee obligations.

This is an important preliminary stage, which should end with a complete list of information you’ll need to evaluate bidders.

Testing It Out

So, what does my organization, Earthly Partners, want to accomplish? We want to focus on fighting climate change in the South West, particularly through drought relief and community advocacy.

We are able to provide grants of up to $50,000 to each nonprofit.

2. Write an introduction.

Now, I want to provide a bit of information about the organization and the area we focus on. I may also include my organization’s values, current challenges, and the problems we would like to address.

Testing It Out

Here is an example of an intro to Earthly Partners’ RFP. Here, we highlight the mission that we focus on and a little bit about our mock organization’s history.

Earthly Partners is pleased to announce the availability of grant funding to support projects that align with our mission of environmental conservation and advocacy.

Established in 2010, Earthly Partners has been dedicated to promoting eco-friendly practices, water conservation, and community empowerment.

We recognize the importance of fostering innovative solutions and collaborations within our community, and through this grant opportunity, we aim to support projects that demonstrate creativity, sustainability, and significant impact.

We are most interested in projects focused on community advocacy for climate policies and drought relief.

3. Provide a project description.

This section should serve as a high-level overview. Potential applicants will look at it to quickly assess whether they can propose a relevant project within the required timeline and available budget.

Testing It Out

Here’s my project description for my mock sustainability nonprofit:

Grant Purpose: The purpose of this Request for Proposals (RFP) is to solicit proposals for projects that address environmental conservation, climate change mitigation, or sustainable development.

We seek proposals that offer innovative approaches, foster community engagement, and contribute to the long-term sustainability and resilience of ecosystems and communities.

Grant Details:

• Total Funding Available: $50,000

• Grant Duration: 12 months

• Grant Amount: Grants may range from $2,500 to $10,000

• Eligibility: Nonprofit organizations and community groups operating within the Greater Metropolitan Area are eligible to apply.

• Application Deadline: July 31, 2024.

4. List clear requirements.

Here, I can specify what exactly I need to know about the proposal. That includes asking the applicants for the project description and how it will help fulfill the goals of your grant.

Testing It Out

Continuing with the sustainability grant project from above, this section could look like the following:

Proposal Guidelines:

Applicants are invited to submit proposals that address the following key components.

• Project Description: Provide a detailed description of the proposed project, including its objectives, activities, target population, and anticipated outcomes.

• Project Impact: Clearly articulate the potential impact of the project on the environment or the local community. Describe how the project will contribute to positive change and address identified environmental or social needs.

• Innovation and Creativity: Highlight any innovative approaches or strategies proposed to address the identified environmental or social challenge. We encourage applicants to think creatively and propose solutions that may be outside traditional approaches.

• Sustainability: Demonstrate the project’s sustainability beyond the grant period. Describe plans for ongoing funding, partnerships, and stakeholder engagement to ensure the long-term success of the project.

• Roadblocks to Success: Identify potential challenges or roadblocks that the project may face and describe strategies to overcome them. Consider factors such as regulatory hurdles, community resistance, funding constraints, or technical limitations.

• Budget and Timeline: Provide a detailed budget that outlines how grant funds will be used. Include a project timeline with key milestones and deliverables.

5. Include a submission deadline.

Here, I want to call out the deadline for submissions and explain my preferred way of submitting proposals.

Testing It Out

For Earthly Partners, I want to have proposals by the end of July. I call that out, along with my preferred submission format, below.

Submission Instructions:

Please submit your proposal electronically to [email address] no later than July 31, 2024. Proposals should be submitted in PDF format and include the organization’s name, contact information, and the title of the proposed project in the subject line.

​​​​6. Be clear on the evaluation factors.

It’s important to explain all the elements your organization will pay attention to while evaluating applications.

Applicants who do not meet your criteria will likely withdraw from submitting their proposal if they don’t see they’re a good fit. This, in turn, will help you pre-qualify organizations and shorten the selection process.

Testing It Out

For Earthly Partners, I want to explain how we plan to evaluate applicants and give an overview of next steps. This allows me to explain what projects are likely to receive funding and the timeline for these evaluations.

Evaluation Process:

Proposals will be evaluated based on the following criteria:

• Alignment with Earthly Partner’s mission and grant objectives.

• Clarity and feasibility of the project proposal.

• Potential impact and sustainability of the project.

• Innovation and creativity of proposed approaches.

• Budget justification and cost-effectiveness.

Notification:

Applicants will be notified of funding decisions by August 31, 2024. Successful applicants will receive further instructions regarding grant agreements, reporting requirements, and funding disbursement.

7. Proofread and edit the document.

I use the editing process to make sure that all the necessary elements are included in my RFP and that the instructions are easy to follow.

Failing to use easy-to-understand language might result in low-quality submissions. It’s a good idea to ask a few of your colleagues for feedback to ensure you’ve not missed any important details.

Best Practices for Writing an RFP for Grants

Here are a few considerations to take into account while preparing your RFP.

Dedicate time to selecting the right eligibility and application criteria.

This is, arguably, the single most important section of your RFP — perhaps even more important than “budget,” as NGOs will want to quickly assess their eligibility.

Esther Strauss, co-founder of Step by Step Business, agrees:

“Given the diversity of causes we support, from education to environmental conservation, finding a grant that provides the necessary funding and also aligns with our goals can be like searching for a needle in a haystack.”

Strauss says that, whenever applying for a grant herself, she needs to know if her organization can genuinely meet the grantor’s requirements while staying true to the organization’s objectives and values.

The need to get the application “right” can also extend to selecting the right application format or method. “The pressure to get it right is immense, as these grants can significantly impact our ability to serve our community,” she adds.

So, how can you make it easier for applicants to assess if they’re the right fit and avoid application mistakes?

Include clear information like:

• Only bidders who meet at least X out of Y criteria will be considered.
• Proposals must be sent in [FORMAT] by [DEADLINE]. Applications sent in through other channels will not be considered.
• Application needs to include a proposed schedule.
• Proposals must be shorter than [NUMBER] pages. Failure to comply with this guideline will result in an automatic rejection.

For a real-life example, you can also look at this RFP proposal from the U.N., which keeps the requirement descriptions clear and concise.

As you can see, the quality of the proposals and organization fit lies largely in your hands.

Image Source

Simplify negotiations by including key contract terms.

Earlier, I’ve mentioned that many RFP grant writers struggle with translating legal requirements in the RFP.

Wayne Tung of Sendero wrote a great piece on this subject, encouraging RFP publishers to give it the same level of attention as requirements and scope.

“Many people do not include contract term requirements, such as legal and commercial terms, in RFPs. This results in prolonged negotiations,” or even failed grants, he says.

Featuring the main contract terms in the RFP shows respect for both parties — you as the project operator and the organizations seeking funding.

Sometimes, fewer questions are better.

I spent quite some time going through Reddit threads popular among the RFP community, and one of the most interesting points I’ve seen was about question-fit.

One Redditor, roger_the_virus, blatantly says grantors should avoid “useless questions that won’t provide helpful answers. I do my best to make sure we’re not asking for a bunch of information we don’t need and won’t do anything with.”

That said, when it comes to questions, don’t automatically discredit applicants who can’t answer all of them. Offer organizations that have pitched a fitting project and budget the opportunity to ask follow-up questions.

This will prevent them from submitting answers with low informational value, i.e., responses that are vague or unrelated to your query.

Speaking of supplementary questions, this leads to the next point.

Provide clear contact information.

The larger your organization, the less likely it is that there will only be one person responsible for proposal reception and answering questions from applicants.

However, even if it’s an entire office, you should provide contact information with the relevant communication method — either walk-ins between a specific time, like Monday to Friday, email address, or phone number.

Bear in mind that many nonprofits apply to RFPs ongoingly and will only do so if they see that the grantor can help with applicant requests. Here’s an opinion on Reddit from an RFP proposal writer, which garnered multiple upvotes:

“I won’t respond to an RFP unless they commit to giving me their time for detailed discovery and a chance for them to read me the RFP requirements line by line and why they’re important.”

Image Source

Disclose any potential blockers.

Finally, be transparent about any potential roadblocks winning bidders might come across.

When applying for grants, NGOs need to know if they have the means to complete the project and if there are any other issues, like conflict of interest.

For example, say your organization wishes to assign funds to boost literacy rates in remote rural areas. One of the prerequisites could be having established relationships within target communities.

Such an approach will help preselect applicants, particularly those who don’t have the operational capacity to navigate around any potential constraints.

RFP for Grants Resources

Here are three resources that might come in handy while drafting an RFP for grants.

1. Candid’s Foundation Directory

Candid’s Foundation Directory shares essential information to help you make smart and strategic funding requests. These resources and tools give you access to funding opportunities that go beyond RFPs.

It includes a list of foundations, including their profiles, funding priorities, application procedures, and contact information.

RFP writers can go through the proposals that have been published already and use them as inspiration to create their own.

2. Free RFP Templates From HubSpot

HubSpot’s Free RFP templates are a great starter kit and will help you draft your request in no time.

This resource gives you two RFP versions — a shorter one and a longer one. Both documents are fully customizable, allowing you to easily add your company name and logo.

You can download them in PDF or turn them into a Microsoft Word or Google Docs file.

These templates include all the crucial elements of an RFP, such as:

• Company name and background.
• Project goals.
• Expected project timeline.
• Submission requirements.
• Evaluation criteria.
• Potential roadblocks.

Each section comes with a quick explainer to help you get the contents right.

Download HubSpot’s RFP Templates for Free

3. Reddit – RFP Subreddits

Unsurprisingly, Reddit is one of the best places to learn from RFP experts as well as understand the applicant’s perspective.

I especially recommend following the RFP subreddit and navigating into more intricate conversations and topics from there.

While many of the discussions cover not only grants but also commercial projects, the advice is universal.

It also goes without saying that you shouldn’t just lurk around the corner — if there’s a challenge you’ve come across while drafting your RFP, this is the community you should ask for advice.

Getting Your RFP for Grants Right

Writing the RFP is the first — and arguably — most important step in the entire grant process. How so? It’s up to you as the grantor to select the right questions and criteria and explain the purpose of the project.

Remember, the more information you provide potential applicants, the easier it will be for them to assess if they fit the grant objectives. And this, in turn, will lead to a higher quality of proposals.

While there isn’t a one-size-fits-all template for each project, there are certain must-have sections to include. So, refer to this article to get a head start next time you need to create an RFP for grants.

Good luck!

The post How to Write an RFP for Grants – Everything You Need to Know appeared first on ProdSens.live.

Almost any business, at a certain point, finds itself in need of external expertise. For some industries, the way to find the right partner is obvious — creating and putting a request for proposals (RFP) into the world.

However, these businesses will tell you that it takes them hours upon hours to create each document. Let alone shortlist candidates and select the winning bid. Luckily, as in many other business areas, AI can come to the rescue.

In this article, I look at how you can use automation and AI to speed up your work on RFPs. I paid particular attention to the writing stage and checked how helpful ChatGPT can be in creating a template. Let’s dive in.

What is an RFP?

Using AI to Help Create My RFP.

RFP Automation tools.

Best Practices for RFP Automation.

What is an RFP?

An RFP, short for a request for proposal, is a document businesses and government institutions use to announce a project and find qualified contractors to collaborate with.

RPFs include a detailed project description and vendor requirements. Those who publish an RFP verify the quality of the received proposals and the bidders’ abilities to successfully deliver the project.

One way to make it even simpler? You can use HubSpot’s free, tried-and-tested RFP templates to ensure you’re asking vendors all the right questions.

Using Automation When Writing RPFs

According to Loopio, 44% of organizations already use RFP software to automate repetitive work. With the rise of AI, I believe this number will continue to climb.

RFP automation is about more than just template creation. It can also:

• Save time by generating RFP content. If your tool offers generative AI capabilities, you can ask it to create ready-to-use instructions for bidders. Depending on your needs, you can also prompt it to adjust template sections or make layout suggestions.
• Boost team collaboration. Automation tools let you share your RFP with others at your company to collect their feedback quickly. Best of all, it automatically merges work from different collaborators to make sure everyone is working on the latest version.
• Simplify proposal evaluation. RFP software can organize applications automatically based on your custom labels or information from the document, like industry or company size. This allows you to review and score bids in an organized, more effective manner.

I will review these and other benefits later in this piece. Let’s move on to test out RFP automation.

Using AI to Help Create My RFP.

I hear every day that AI is revolutionary. But, I want to test it out for every use case. In this scenario, I use ChatGPT to create an RFP document. I gave the experiment three attempts.

I made each prompt more detailed than the previous version to see how the output would improve with more information.

Here are the results.

Take One

Prompt: “You are a Marketing Manager at a SaaS company, please create an RFP to find a contractor that could redesign the website. The work would include creating a new visual identity, creating a new layout, and revisiting the website architecture and categories. You will accept applications from agencies and freelancers.”

ChatGPT’s Output

Request for Proposal (RFP) for Website Redesign

Project Overview

We are seeking proposals from qualified contractors to redesign our company’s website.

As a Software as a Service (SaaS) company, we understand the importance of a visually appealing, user-friendly website that effectively communicates our brand identity and product offerings.

The scope of work includes creating a new visual identity, redesigning the layout, and revisiting the website architecture and categories to enhance user experience and engagement.

Company Background

Project Objectives

• Create a modern, visually appealing website that reflects our brand identity and values.
• Develop a user-friendly layout that enhances navigation and accessibility for our target audience.
• Revise the website architecture and categories to streamline the content organization and improve user experience.
• Ensure responsiveness across all devices and browsers for seamless access and functionality.
• Maintain SEO best practices to optimize website visibility and search engine rankings.
• Provide ongoing support and maintenance post-launch.

Scope of Work

• Conduct an initial consultation to understand our company’s goals, target audience, and branding requirements.
• Develop a new visual identity, including color scheme, typography, and imagery consistent with our brand guidelines.
• Design wireframes and mockups for the website layout, incorporating feedback and revisions as needed.
• Implement the approved design into a functional website, utilizing responsive web design principles.
• Review and optimize website architecture and navigation to improve user experience and SEO.
• Populate the website with existing content and assist with content migration as necessary.
• Conduct testing to ensure cross-browser compatibility, responsiveness, and functionality.
• Provide training and documentation for our team to manage and update the website content.
• Offer ongoing support, maintenance, and updates as required.

Proposal Requirements

• Company/Freelancer Profile: Provide an overview of your company or individual qualifications, including relevant experience in website design and development, particularly within the SaaS industry.
• Portfolio: Showcase examples of previous website redesign projects, highlighting your design aesthetic, user interface, and functionality.
• Approach: Outline your approach to redesigning our website, including your process for understanding our requirements, designing the layout, and implementing the changes.
• Timeline: Provide an estimated timeline for each phase of the project, from initial consultation to website launch.
• Cost: Present a detailed breakdown of costs for the entire project, including design, development, testing, and ongoing support/maintenance.
• References: Include client references or testimonials from previous website redesign projects.

Submission Details

Please submit your proposal by [deadline] to [contact person] at [email address]. If you have any questions or require further clarification, do not hesitate to contact us.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Experience and expertise in website design and development, particularly within the SaaS industry.
• Quality and creativity of proposed design concepts and layouts.
• Ability to understand and meet our company’s branding and user experience requirements.
• Cost-effectiveness and value proposition.
• Client references and testimonials.
• We look forward to receiving your proposal and partnering with a skilled contractor to enhance our online presence and user experience.

Sincerely,

Marketing Manager

What I Think

Overall, I am satisfied with the structure and feel this is a good starting point. However, I’m not entirely happy with the content. But, in ChatGPT’s defense, I didn’t mention a lot of information.

For example, I didn’t name a specific company here. I only mentioned that the RFP was published by a “SaaS company.”

I think ChatGPT tried doing something with this vague information by adding the sentence: “As a Software as a Service (SaaS) company, we understand the importance of a visually appealing, user-friendly website that effectively communicates our brand identity and product offerings.” It doesn’t really have any informational value, though, so I would omit it.

Based on this first try, I decided that the next prompt needed to include a company name, deadline, requirements, and budget.

Take Two

Prompt: “You are a Marketing Manager at Slack, please create an RFP to find a contractor that could redesign the website. The work would include creating a new visual identity, a new layout, and revisiting the website architecture and categories. You will accept applications from both agencies and freelancers. The deadline for submissions is June 25.

To apply, vendors need to have at least three years of commercial experience in UI/UX design. They must also have an understanding of website development technologies, as well as good communication and project management skills.

The application needs to include links to examples of work. The team should have high communication skills. The budget for the project cannot exceed $12,000. The project must be completed by October 31. Submissions can be sent via email or through a form available at [URL].”

ChatGPT’s Output

Request for Proposal (RFP) for Website Redesign

Project Overview

Slack, a leading provider of communication and collaboration software, is seeking proposals from qualified contractors to redesign our company website.

The objective is to create a fresh visual identity, design a new layout, and optimize website architecture and categories to better serve our users.

We welcome applications from both agencies and freelancers who have a minimum of three years of commercial experience in UI/UX design, possess an understanding of website development technologies, and demonstrate excellent communication and project management skills.

Company Background

Slack is a globally recognized platform that enables teams to communicate, collaborate, and work more effectively. Our mission is to make work simpler, more pleasant, and more productive for millions of people around the world.

Project Objectives

• Create a new visual identity that aligns with Slack’s brand values and design principles.
• Design a modern, user-friendly layout that enhances navigation and usability.
• Revisit the website architecture and categories to improve content organization and user experience.
• Ensure responsiveness across all devices and browsers for seamless access and functionality.
• Maintain SEO best practices to optimize website visibility and search engine rankings.

Scope of Work

• Initial Consultation: Conduct a discovery phase to understand Slack’s brand identity, target audience, and website requirements.
• Visual Identity: Develop a new visual identity, including a color scheme, typography, and imagery that is consistent with Slack’s brand guidelines.
• Layout Design: Create wireframes and mockups for the website layout, incorporating feedback and revisions as needed.
• Website Development: Implement the approved design into a functional website, utilizing responsive web design principles.
• Content Organization: Review and optimize website architecture and categories to improve user experience and navigation.
• Testing and QA: Conduct thorough testing to ensure cross-browser compatibility, responsiveness, and functionality.
• Training and Documentation: Provide training and documentation for Slack’s team to manage and update the website content.
• Support and Maintenance: Offer ongoing support, maintenance, and updates post-launch to ensure the website’s continued performance and relevance.

Proposal Requirements

• Company/Freelancer Profile: Provide an overview of your company or individual qualifications, including relevant experience in UI/UX design and website development.
• Team Composition: Describe your team’s communication skills and project management capabilities.
• Portfolio: Include links to examples of previous website redesign projects showcasing your design aesthetic, user interface, and functionality.
• Approach: Outline your approach to redesigning Slack’s website, including your process for understanding requirements, designing the layout, and implementing changes.
• Timeline: Provide an estimated timeline for each phase of the project, from initial consultation to website launch, by October 31.
• Cost: Present a detailed breakdown of costs for the entire project, ensuring the budget does not exceed $12,000.
• References: Include client references or testimonials from previous website redesign projects.

Submission Details

Please submit your proposal by June 25 via email to [contact person] at [email address], or through the form available at [URL]. Applications received after this deadline will not be considered.

If you have any questions or require further clarification, please reach out to [contact person].

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Experience and expertise in UI/UX design and website development, with a minimum of three years of commercial experience.
• Quality and creativity of proposed design concepts and layouts.
• Ability to understand and align with Slack’s brand identity and user experience goals.
• Cost-effectiveness within the specified budget of $12,000.
• Team communication skills and project management capabilities.
• Client references and testimonials.
• We look forward to receiving your proposal and potentially collaborating with a skilled contractor to enhance Slack’s online presence and user experience.

Sincerely,

Marketing Manager

Slack

What I Think

The result I got is much better than the initial attempt. I like that ChatGPT followed all the instructions and added a few contextual details. I didn’t include what tone of voice I’d like the RFP to feature, so ChatGPT chose to play it safe.

There were a few terms or sentences that I thought were a bit awkward or vague.

For example, it described Slack as “a leading provider of communication and collaboration software,” which sounds pretty official. Instead, it could have gone with a simpler “a leading communication platform.”

I liked that the requirements paragraph mentioned detailed criteria as to who should apply.

My favorite part, though, is the mission statement: “To make work simpler, more pleasant, and more productive for millions of people around the world.” It does sound inspiring, and I think it has that Slack feel.

Bonus points for a very actionable vendor requirement: “Describe your team’s communication skills and project management capabilities.”

I like how it encourages applicants to give an outside-the-box response and to pitch what type of team they are. Such RFP submissions could make it much easier for evaluators to choose the right culture fit.

In my third attempt, I asked ChatGPT to match Slack’s tone of voice better. This was the only change I made to the prompt.

Take Three

Prompt: “You are a Marketing Manager at Slack, please create an RFP to find a contractor that could redesign the website.

The work would include creating a new visual identity, creating a new layout, and revisiting the website architecture and categories. You will accept applications from both agencies and freelancers. The deadline for submissions is June 25.

To apply, vendors need to have at least three years of commercial experience in UI/UX design. They must also have an understanding of website development technologies, as well as good communication and project management skills.

The application needs to include links to examples of work. The team needs to have high communication skills. The budget for the project cannot exceed $12,000. The project must be completed by October 31. Submissions can be sent via email or through a form available at [URL]. Please use a more friendly tone of voice that resembles how Slack communicates.”

ChatGPT’s Output

Request for Proposal (RFP) for Website Redesign

Project Overview

Greetings! Slack, the powerhouse behind communication and collaboration, is on the hunt for skilled contractors to give our website a stunning facelift.

We‘re looking for experts who can breathe new life into our visual identity, craft a fresh layout, and refine our website’s architecture and categories to elevate user experience.

We welcome applications from agencies and freelancers with a minimum of three years of commercial experience in UI/UX design, a solid grasp of website development technologies, and excellent communication and project management skills.

Company Background

At Slack, our mission is simple yet profound: to simplify work and make it more enjoyable and productive for teams worldwide.

We‘ve built a platform that’s transforming the way people collaborate and communicate, and now it’s time to ensure our website reflects the same level of excellence.

Project Objectives

• Develop a new visual identity that resonates with our brand’s essence and values.
• Design a user-friendly layout that delights visitors and enhances navigation.
• Optimize website architecture and categories to streamline content discovery.
• Ensure seamless responsiveness across all devices and browsers.
• Maintain strong SEO practices to enhance visibility and search rankings.

Scope of Work

• Initial Consultation: Collaborate with us to understand Slack’s ethos, target audience, and website requirements.
• Visual Identity: Craft a fresh visual identity encompassing colors, typography, imagery, and icons in line with Slack’s brand guidelines.
• Layout Design: Develop wireframes and mockups that captivate and guide users through an engaging website journey.
• Website Development: Implement the approved design with responsive web design techniques for optimal performance.
• Content Organization: Review and optimize website structure and categories to facilitate seamless navigation and content discovery.
• Testing and QA: Conduct rigorous testing to ensure compatibility, responsiveness, and functionality across various platforms.
• Training and Documentation: Provide comprehensive training and documentation to empower our team in managing and updating website content.
• Support and Maintenance: Offer ongoing support and maintenance post-launch to uphold website integrity and performance.

Proposal Requirements

• Company/Freelancer Profile: Share insights into your expertise in UI/UX design and website development and why you’re the ideal partner for this project.
• Team Composition: Highlight your team’s communication skills and project management capabilities.
• Portfolio: Showcase examples of your previous website redesign projects that demonstrate your design prowess and user-centric approach.
• Approach: Outline your strategy for tackling Slack’s website redesign, from understanding requirements to delivering the final product.
• Timeline: Provide a detailed timeline for project completion, ensuring launch by October 31.
• Cost: Present a transparent breakdown of costs, adhering to the project budget of $12,000.
• References: Include client references or testimonials that attest to your professionalism and quality of work.

Submission Details

Kindly submit your proposal by June 25 via email to [contact person] at [email address] or through the form available at [URL]. For any inquiries or clarifications, please don’t hesitate to reach out to [contact person].

Evaluation Criteria

Proposals will be evaluated based on:

• Demonstrated expertise in UI/UX design and website development.
• Creativity and effectiveness of proposed design concepts and layouts.
• Alignment with Slack’s brand identity and user experience objectives.
• Adherence to the project budget and timeline.
• Strong communication skills and project management capabilities.
• Client testimonials or references showcasing your track record of success.
• We eagerly anticipate receiving your proposal and embarking on this exciting journey together to enhance Slack’s online presence and user experience.

Warm regards,

Marketing Manager

Slack

What I Liked

Overall, ChatGPT did a very good job and created a good first draft. There are a few things I would have made differently — as you’ll see next — but I really liked the output.

I noticed the difference in the tone of voice. There is a high level of detail, and the structure is clear, making the RFP very actionable.

I felt that ChatGPT took it a bit over the edge with the requirement for a friendly tone of voice. It added too many idioms or unnecessary words to prove the friendliness, but that’s an easy fix.

Take Four — My Version

Request for Proposal (RFP) for Website Redesign

Project Overview

Slack, the world’s leading communication platform, is looking for skilled contractors to give our website a gentle facelift.

We‘re looking for experts who can breathe new life into our visual identity, craft a fresh layout, and refine our website’s architecture and categories to improve user experience.

We welcome applications from agencies and freelancers with a minimum of three years of commercial experience in UI/UX design, a solid grasp of website development technologies, and excellent communication and project management skills.

Company Background

At Slack, our mission is simple yet profound: to simplify work and make it more enjoyable and productive for teams worldwide.

We‘ve built a platform that’s transforming the way people collaborate and communicate, and now it’s time to ensure our website reflects the same spirit.

Project Objectives

• Develop a new visual identity that resonates with our brand values.
• Design a user-friendly layout that delights visitors and improves navigation.
• Optimize website architecture and categories to streamline content discovery.
• Ensure responsiveness across all devices and browsers.
• Maintain strong SEO practices to enhance visibility and search rankings.

Scope of Work

• Initial Consultation: Collaborate with us to understand Slack’s ethos mission, target audience, and website requirements.
• Visual Identity: Craft a fresh visual identity, making sure colors, typography, imagery, and icons are in line with Slack’s brand guidelines.
• Layout Design: Develop wireframes and mockups to create enjoyable experiences that guide users through their journey.
• Website Development: Implement the approved design with responsive web design techniques for optimal performance.
• Content Organization: Review and optimize website structure and categories to make it easy to explore the site and discover content.
• Testing and QA: Conduct rigorous testing to ensure compatibility, responsiveness, and functionality across various platforms.
• Training and Documentation: Provide training and documentation to empower our team in managing and updating website content.
• Support and Maintenance: Offer ongoing support and maintenance post-launch to uphold website integrity and performance.

Proposal Requirements

• Company/Freelancer Profile: Share insights into your expertise in UI/UX design and website development and why you’re the ideal partner for this project.
• Team Composition: Highlight your team’s communication skills and project management capabilities.
• Portfolio: Showcase examples of your previous website redesign projects that demonstrate your design prowess and user-centric approach.
• Approach: Outline your strategy for tackling Slack’s website redesign, from understanding requirements to delivering the final product.
• Timeline: Provide a detailed timeline for project completion, ensuring launch by October 31.
• Cost: Present a transparent breakdown of costs, sticking to the project budget of $12,000.
• References: Include client references or testimonials that prove your professionalism and quality of work.

Submission Details

Submit your proposal by June 25 via email to [contact person] at [email address] or through the form available at [URL]. For any questions or clarifications, please don’t hesitate to reach out to [contact person].

Evaluation Criteria

Proposals will be evaluated based on:

• Demonstrated expertise in UI/UX design and website development.
• Creativity and effectiveness of proposed design concepts and layouts.
• Alignment with Slack’s brand identity and user experience objectives.
• Adherence to the project budget and timeline.
• Strong communication skills and project management capabilities.
• Client testimonials or references showcasing your track record of success.

We’re looking forward to receiving your proposal and potentially working together on this new milestone in Slack history.

Marketing Manager

Slack

RFP Automation Tools

Responsive

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Responsive is a strategic response management platform that uses AI to assist proposal teams in creating RFPs that are both compliant and of high quality.

It makes content recommendations and automates tedious tasks, which would normally require a lot of manual work. It offers numerous integrations and APIs, making it easy to integrate with your current tool stack. Among others, it offers features like:

• Automation. On top of helping you select the best RFPs, it automates formatting, branding, and drafting.
• Searchable knowledge libraries. You can find answers to some of the toughest questions within seconds
• Customized responses. Use tables, images, and rich text to enhance your answers.

What I like: It’s easy to navigate and allows multiple people to work together on a single project. The fact that all projects are within a single space is also very helpful, and you can track the progress as the writer inputs their answers.

Loopio

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Loopio makes answering RFPs and security questionnaires easy. The main goal of the platform is to simplify and streamline the RFP process. On top of requests for proposals, you can use Loopio for:

• Requests for information (RFIs).
• Requests for quotes (RFQs).
• Due diligence questionnaires (DDQs).
• Security questionnaires (SQs).
• Any customer questions.

It offers the following features:

• A customizable library. You can add stacks and tags to all the answers to nicely organize them.
• Project translations. You can translate your RFPs into multiple languages.
• Duplicate detention. Loopio spots duplicate entries automatically, thanks to machine learning.
• Freshness scoring. You can view when the content was last reviewed and whether it needs to be updated.

What I like: I can use the library to find answers to the previously asked questions, which is a real time saver. Being able to conduct reviews throughout the year helps with keeping answers up-to-date.

Also, the fact that duplicate content is removed automatically lets you keep the database well-organized.

Deep Stream

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Deep Stream is more than just an RFP automation tool. It acts as a centralized vendor platform. Teams use it to create, update, and share RFPs and to collect proposals from interested vendors.

To create a new RFP, you can repurpose your existing content. Your template will be pre-filled with copy from your previous documents, saving you the hurdle of manual copy-pasting.

Once you’ve published the RFP and collected responses, you can also keep bidders up-to-date by sending out status updates from the system.

What I like: Deep Stream lets your vendors handle their profiles and update information. This will come in handy, especially for recurring bidders. When you need to get in touch regarding an RFP application, you’ll have all the current contact information.

PandaDoc

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When I see PandaDoc, I immediately think e-signature software. Not everyone knows this, but this handy tool also includes advanced RFP automation features.

PandaDoc offers a library of free, customizable templates. While most of these are tailored towards vendors who are looking for ready-to-use response frameworks, you can still benefit a lot from PandaDoc as an RFP publisher.

You can upload your own RFP templates and give access to everyone involved in writing these requests on your organization’s behalf. Plus, you can create automated workflows, deciding on what happens once your RFP is ready.

As PandaDoc says, you can create “endless automations so you can put reminder emails, document updates, payment collection, and signing orders on autopilot.”

What I like: As a PandaDoc fan myself, I like how RFP automation features are blended in with the core, electronic signature capabilities. These let you accelerate your request for proposal formalities even further.

Best Practices for RFP Automation

1. Manage your legal compliance and secure better proposals.

You can use RFP software to improve legal compliance and secure better proposals.

Jonathan Feniak, general counsel at LLC Attorney, says, “With software, you can assign user permissions to control who accesses data and keep version histories to track changes made to the RFP document for audit trails.”

It’s also possible to use integrated e-signature features for secure and legally binding agreements, all while prequalifying or disqualifying vendors using project-specific criteria.

Feniak adds that “it’s much easier to manage legal compliance and pull higher-quality proposals with the help of the right automation software.”

2. Establish clear, standardized templates for RFPs.

To maximize the efficiency of RFP automation software, it’s best to come up with clear, standardized templates. These should include predefined sections, questions, and criteria that match the company’s needs and values.

Michael Campbell, owner of SAT Stained Concrete, says, “By standardizing the format, you streamline the creation process, ensuring consistency and saving time for both your team and potential vendors.”

Additionally, Campbell suggests including clear instructions and guidelines for vendors to follow when submitting proposals.

This clarity reduces the likelihood of misunderstandings and ensures that you receive relevant and comparable responses. That makes the short listing process smoother and more objective, adds Campbell.

It’s also worth creating a content library with pre-approved questions, response frameworks, and pricing tools. This is an approach that John Pennypacker, vice president of sales and marketing at Deep Cognition, follows at this company.

“This allows us to quickly spin up new RFPs by mixing and matching pre-built modules rather than starting from scratch each time,” he says. “Having these proven templates on hand drastically cuts down time-to-publish while ensuring a consistent structure and language across RFPs. It also makes it easy to enforce our brand voice and messaging guardrails.”

3. Use automated reminders and notifications in RFP automation.

If you receive a lot of bids, it’s worth turning to automated reminders and notifications to let vendors know about the deadlines. This will help you keep the entire process under control.

Peter H Hoopis, president of Peter Hoopis Ventures, LLC, says that “you can customize notifications based on urgency and vendor response status. For example, send reminders a week before the deadline for vendors who haven’t submitted, and closer reminders as the deadline approaches.”

Hoopis also adds that it’s beneficial to include clear instructions along with a confirmation that you’ve received each vendor’s application.

He says, “When you send notifications, personalize them by using the vendor’s name to create a more engaging experience. This speeds up the RFP process and ensures vendors are well-informed and engaged, leading to smoother short listing and selection.”

4. Provide clear, detailed, and specific requirements for project vendors.

The more specific you are about the project requirements, the higher the chance of receiving high-quality bids. They should be clear and detailed to reduce any misunderstandings.

Andrew Cussens, owner of film and photography studio FilmFolk, says that the more details his team provides, the better the quality of proposals.

“As for distributors’ requirements, such as capacity, we could leave open but specify the expected minimum output, such as the production capacity. We could also require a response to questions asked by both clients and distribution vehicles,” he adds.

5. Select the right software.

This one is probably a no-brainer. Pick a tool that is in line with your business needs and your budget.

You might look for a specific feature such as automated scoring or the number of integrations it offers to make sure it seamlessly integrates with your tools.

The latter was one of the main selection criteria for Richard Morgan, founder of Catalyst Fund.

He says, “A key practice I’ve found in using RFP automation software effectively is leveraging its integration capabilities to synchronize with our existing CRM and ERP systems. This integration allows for seamless data flow, which is crucial for creating RFPs quickly.”

He adds that by automatically pulling data, he can ensure accuracy and consistency in the RFP documents, all while significantly reducing time spent on manual data entry.

Meanwhile, Michael Sawyer, operations director at Ultimate Kilimanjaro, underlines the importance of industry specificity.

“Finding a platform specific to your industry is important. Since I run a travel excursions and tourism-focused business, Navan has worked the best for us. It has helped me keep track of vendors and acceptance of the ones that are a good match for us,” Sawyer says.

6. Incorporate AI-powered features to make things easier.

After seeing how well ChatGPT had done with our demo RFP, this piece of advice surely isn’t surprising. One of the professionals who spoke highly of AI-powered content in the RFP process is Lily Bradic, marketing lead at Outverse.

She says that RFP content creation is at the top of her list, right next to the more popular AI support assistants and intelligent documentation features.

This way, “organizations can expedite the generation of RFP content, streamline the process, and allow teams to focus on strategic aspects of vendor selection rather than getting bogged down in repetitive tasks.”

All this lets teams become faster and more accurate in their work. “They’re also more adaptable to evolving requirements, ultimately facilitating smoother procurement processes for modern startups and CX teams,” Bradic concludes.

7. Define clear objectives for the entire RFP process.

Everyone who publishes an RFP knows the goal of the call for proposals. After all, they’re looking for a web design agency because they know they need a website change in the first place, right?

This clarity should extend to all other steps of the RFP journey — from writing the document to selecting the winning bid.

Let’s take RFP scoring as an example. How will an automation tool help you score vendor applications? What criteria will you use, and how many team members do you want to involve in the evaluation process?

Knowing the answers to these questions will help you improve the quality of vendor selections and use fair, standardized scoring factors.

8. Enable collaborative scoring.

Lisa Rehurek, founder and CEO at The RFP Success Company, calls this her number one piece of advice.

“Allowing team members to score vendor responses is a crucial best practice for RFP automation,” she says. “You can leverage everyone’s diverse expertise and views. They can be subject matter experts or come from procurement, IT, or legal.”

That said, Rehurek also mentions that they should be using predefined criteria. Users can rate factors like technical capabilities, pricing, implementation plans, and vendor qualifications.

“The fact that it doesn’t rely on one decision-maker ensures a full and fair evaluation,” Rehurek says.

Based on aggregated results, you can identify the top-ranking candidates and short list them for further consideration.

Perhaps most importantly, Rehurek says, “The software can also show scoring discrepancies, prompting more discussion and alignment among the review team.”

Collaborative scoring promotes transparency, accountability, and buy-in throughout the evaluation process, Rehurek says. You can then make better vendor choices.

“Many types of stakeholders back the results with their input. This teamwork is particularly vital for complex, high-stakes RFPs,” Rehurek says.

9. Create automated workflows for most time-consuming processes.

Break down your RFP process into smaller steps. Which stages require the most back-and-forth communication or manual work? These should be your first candidates for automation.

Think of things like distributing the RFP, replying to vendor queries, or keeping all applicants updated on the selection process.

For Ryan Carrigan, CEO and co-founder of Move Buddha, one such process was requisition. “Automating it has freed up time that I can use to focus on growing my business,” he says.

By streamlining the RFP creation process, Carrigan can better handle intake workflows and supplier requisitions.

“It even automates the management of our purchase orders,” he says. “Investing in a good RFP can help you run and grow your business more effectively.”

10. Centralize all vendor communication.

Using an automation platform for all vendor and internal communication helps keep everyone posted on the latest events and prevents any miscommunication.

“One best practice for utilizing RFP automation software effectively is to leverage its centralized communication hub feature,” says Cache Merrill, CEO at Zibtek. “This ensures that all queries and communications between your organization and potential vendors are stored in one accessible location.”

One source of truth allows teams to maintain clarity, reduce the risk of missed communication, and ensure that all parties are equally informed, Merrill says.

Merrill notes that effective communication is also crucial for fairness and transparency in the selection process.

“Moreover, this practice not only optimizes the RFP process but also enhances collaboration among team members, leading to more informed and cohesive decision-making,” she adds.

Automating Your RFP Process to Save Time.

There are many tools that can make the RFP process easier and quicker. On top of specialized automation software, you can also turn to ChatGPT for help in the conceptual and requirement creation stages.

Based on my experiment, I think it’s a real time saver. Feed it with the right information and a good prompt, and it will come up with a satisfactory proposal that might need just a bit of editing.

Good luck with finding the absolute best fit for each project!

The post Can Automation Help You Ace Your RFP? I Used AI to Find Out appeared first on ProdSens.live.

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 Proposal, or RFP.

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

Any time you outsource work to a supplier, there’s a potential for issues such as miscommunication around the scope of the work and the compensation. What a good RFP does is eliminate gray areas so that both parties understand what needs to be delivered, when, 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 inspiration. But it isn’t one-size-fits-all — you’ll need to tailor your RFP to best articulate your company’s needs.

Download a free, editable RFP template.

Not that you’ve seen the template, how do you actually write an RFP? We’ve got you covered.

1. Define your project, scope, and budget.

Before issuing your RFP, take the time to define the project you’re looking to complete, its scope, and how much you can afford to spend. This information provides the framework for your RFP and helps ensure that it strikes a balance between too general and overly detailed. Not only that, but it will help potential vendors understand your priorities and tailor their proposals accordingly.

In this step, try to provide a clear and concise description. Avoid using overly technical language or industry jargon that could be confusing to potential vendors. The difference is subtle, but can make a world of a difference in helping you receive better-fit proposals. Here’s an example:

• Good: “Our company is seeking a CRM system that integrates with our existing marketing automation software and provides real-time reporting. The solution should be easy to use and scalable to accommodate our growing customer base. Our budget for this project is $50,000.”
• Not-so-good: “Our company wants to implement a customer relationship management (CRM) system that integrates with our existing marketing automation software and provides real-time reporting capabilities for our sales team to understand customer data more quickly and efficiently. The solution should be scalable and flexible to accommodate our growing customer base, and it should be easy to use for non-technical team members.”

You can see how the good version provides a clear and concise description of the services needed, budget, and key requirements, while avoiding overly technical language and jargon that could be confusing. This makes it easier for vendors to understand what is required and craft a proposal that meets your needs.

2. Provide background and introductory information.

With budget and scope in hand, you can start crafting your RFP. While it’s tempting to dive right into the details, it’s a good idea to provide some background and introductory data about your company. This helps set the stage for potential partners by giving them a sense of your current market, business goals, and current challenges.

Here are three tips for adding background and introductory information to your RFP:

• Provide a company overview: Start the RFP by providing a high-level overview of your company, including your history, mission, vision, and current market position. This information helps vendors understand more about your business goals and provides context for the project. Vendors can use this information to tailor their proposals to your organization’s values and objectives.
• Highlight current challenges and opportunities: We cover this in detail later, but it bears repeating: List the current challenges you’re facing, along with opportunities you’d like to capitalize on. This information helps vendors understand specific areas of need and provide new or better options for you.
• Provide contact information: Be sure to provide an email address and phone number that vendors can use to submit questions about your RFP.

By providing an overview of your company’s history, highlighting current challenges and opportunities, and providing clear contact information, you can help prospective vendors craft a tailored proposal that aligns with your organization’s goals.

3. Describe the services you’re looking for.

Now it’s time to get specific about the services you’re looking for to help achieve your goals. For example, if you’re building a website, you might look for a company with both front-end and back-end development experience. If you’re creating a mobile app, highlight the need for specific skills in that area, such as expertise in responsive design and building applications for multiple mobile platforms.

You can take various approaches when describing the services you’re seeking in an RFP, but we always recommend incorporating bullet points or breaking up your information so that it’s easy for vendors to scan. Here are two examples.

RFP for Content Marketing Services: Our company is looking for an agency to develop a unique content marketing strategy tailored specifically to our consumer base. The goal of this project is to attract and engage new customers while retaining current ones. Our ideal vendor:

• Has experience in creating content in various formats such as blog posts, social media, infographics, and videos
• Has experience in SEO optimization, keyword research, and content distribution
• Can leverage data and analytics to improve content performance

RFP for Video Production Services: Our brand’s content team is looking for a video production company to produce a series of videos for our YouTube channel. Our goal is to build brand awareness, drive web traffic, and increase our YouTube marketing ROI. The ideal vendor:

• Has experience in producing high-quality videos across various formats such as live-action, animation, screencast, whiteboard, and educational video
• Can provide a highly responsive, collaborative, and transparent communication process
• Has a clear process from ideation, production, revision, and final delivery

4. Explain any challenges or barriers to success for the project.

During the bidding process, it is crucial to be transparent about your project’s potential barriers to success. By doing so, you give potential partners and vendors the opportunity to offer solutions to these challenges.

Otherwise, partners or vendors may not fully understand the scope of the project and any potential difficulties that may arise. This lack of knowledge could lead to delayed timelines, increased costs, or ultimately, project failure.

Additionally, withholding the barriers to success could result in a lack of trust between your company and the vendor team. This may lead to misaligned expectations and misunderstandings. But by being transparent about the potential barriers to success, you can increase the likelihood of finding the right vendor and completing the project successfully.

5. Detail your selection criteria.

Next up are the selection criteria. Here, you can highlight which skills, services, and market expertise are required for consideration. This is the time to get specific: Clear descriptions of selection criteria will help reduce the risk of sorting through multiple proposals that don’t meet your needs.This will help you make an informed decision when selecting the best vendor for the project.

Specifying the selection criteria early on in the process improves transparency. If vendors don’t meet the criteria, they won’t submit a proposal, or they can optimize their proposals to meet your needs. This eliminates ambiguity, confusion, and frustration on both sides, and avoids unnecessary back and forth.

Plus, evaluating vendors against the selection criteria also ensures that the project is awarded based on objective judgment rather than on subjective opinion.

Some examples of selection criteria that you can specify in an RFP are:

• Experience: The vendor should have extensive experience in delivering projects similar to the one described in your RFP.
• Qualifications: The vendor should be able to demonstrate their expertise in the relevant technology, software, or methodology required to complete your project.
• Cost: The vendor should provide detailed pricing and be able to demonstrate how their proposal fits within your budget.
• References: The vendor should provide references from past clients who have used their services for similar projects.
• Methodology: The vendor should outline their approach to managing your project, including project management processes, resources management, and project delivery timelines.
• Availability: The vendor should provide details of their capacity to take on the project, the availability of their resources, and an expected delivery timeline.
• Team Profiles: The vendor should include detailed profiles of the members of the team assigned to deliver the project, highlighting their experience in relevant areas and their qualifications.
• Technical compatibility: The vendor should be able to ensure compatibility with other technologies or systems used by your organization, such as other software solutions or APIs.

6. Specify your project’s timeline.

It’s also important to be up-front about your timelines. Give potential partners an end date for RFP submission, a date for final selection, and a clear start-to-finish project timeline so companies making a proposal can fine-tune their bid. This will also help you narrow down the pool of potential vendors and ensure that the project is completed on time.

A timeline benefits everyone throughout the bidding process. With a timeline in place, vendors receive clear guidance on when your project must be completed and can plan their resources accordingly, ensuring timely delivery. The vendor can also communicate the necessary deadlines to their team, minimizing the risk of delays and ensuring that your project is delivered successfully.

Here’re an example of what a timeline can look like, but remember that it will vary depending on your RFP’s format, as well as your target vendors’ industries:

“The marketing department at HubSpot is looking to hire a digital marketing agency to help with a new advertising campaign. Proposals must be submitted by August 1st and the campaign launch must occur no later than September 15th, in time for the back-to-school season.”

7. Proofread your RFP and go live.

Last but never least? Proofread your RFP — then proofread it again. Why? Because even small mistakes could derail project timelines. Consider a zero missing in your budget details, or a miscommunication about the dates that proposals are due and selections are made; both could force a restart of the entire RFP process and waste precious time.

Remember that your goal is to invite as many proposals as possible, and to make it simple for vendors to respond. An accidental typo, such as a project name that you forgot to replace or incorrect contact information, can make it that much harder to increase your response rate.

Once you’re satisfied that everything on your RFP is accurate and complete, it’s time to go live. Send out emails and post links on your site to start the process of finding your best-fit provider. To streamline this process, consider proposal software to publish and manage responses to your RFP.

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

RFP Sample

Project Name or Description: Marketing Services

Company Name: Caroline’s Websites, Inc.

Address: 302 Inbound Ave.

City, State, Zip Code: Boston, MA 29814

Procurement Contact Person: Caroline Forsey

Telephone Number of 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 with information using the same fictitious company.

1. Write your background and introduction.

In your introductory paragraph, you’ll want to include useful background information about your company — who founded it, what product or service your company offers, what sets you apart from competitors, and where you’re located. If any vendor is serious about working with you, they’ll want this information before moving forward.

Example

Caroline’s Websites, Inc. is a web design firm created by Caroline Forsey in 2010. Caroline’s Websites, Inc. prides itself on a team-oriented, solutions-based approach to web design. We provide our clients with web design services including coding, development, and branding. Our staff is located in two offices in Massachusetts.

2. Define your project goals and scope of services.

Next, you’ll want to outline the project you need completed, and the goals you expect to accomplish from the project. It’s important you get as specific as possible — even outlining individual tasks and criteria involved. You’ll want to include phrases such as “The award will be given to X firm,” with the “X” establishing how you’ll determine the best candidate.

Example

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

The selected firm will be responsible for the development and implementation of a comprehensive and cost-effective marketing plan.

Tasks include but may not be limited to the following criteria:

• Lead generation campaign
• Paid media strategy
• Production of creative material including collateral and direct mail
• Online marketing campaign
• Website enhancement
• Search engine optimization
• General account management
• Other communications and/or marketing-related assistance as required

3. Detail your anticipated selection schedule.

It’s crucial you include a detailed schedule so vendors know if they can meet your deadlines. You’ll also need to give vendors a window for when they can ask questions regarding your project.

Example

The Request for Proposal timeline is as follows:

Request for RFP: June 1, 20XX

Deadline for Bidders to Submit Questions: July 5, 20XX

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

Selection of Top Bidders / Notification to Unsuccessful Bidders: July 31, 20XX

Start of Negotiation: August 5, 20XX

Contract Award / Notification to Unsuccessful Bidders: August 31, 20XX

4. Describe the time and place for the submission of proposals.

Similar to paragraph #3, this is important information you’ll want to clearly present, so vendors know how and where to submit themselves for consideration.

Example

The RFP will be posted on our website, Carolinewebsites.com, and can be downloaded from there directly as of 10 a.m. on June 1, 20XX.

Respondents to this RFP must submit one original and five copies of their proposal. Responses must be received no later than July 25, 20XX. Responses should be clearly marked “RFP-MarketingServices” and mailed or delivered to the contact person listed above.

5. Clearly define your timeline.

By including a time frame in your RFP, you’re able to eliminate any vendor who can’t work within your time constraints. If you’re flexible on your time, you can write something like, “Our company hopes to finish the project within six months, but we’re open to negotiation for the right candidate.”

Example

Caroline’s Websites, Inc. needs the project completed within 8 months.

6. Specify the key elements of a proposal.

If you don’t outline clearly and specifically what you expect bidders to include in their proposal, you can’t necessarily fault them if they don’t include it. It’s critical you outline a checklist so vendors know which elements you’re expecting to receive. It’s also a good test for who’s capable of handling your demands — if a vendor can’t complete all elements of your proposal, you probably can’t trust them to finish your project, either.

Example

A submission must, at a minimum, include the following elements:

• Description of the firm that includes a general overview, names and credentials of creative team, number of full-time employees.
• A one-page narrative outlining the firm’s strengths and distinguishing skills or capabilities as they might relate to Caroline’s Websites, Inc.
• A representative selection of social media ads, direct response material, collateral, and website development created for current and past clients.

7. Make your evaluation criteria clear.

Outlining your expectations will help eliminate vendors who don’t meet them. For this section, you’ll want to do some brainstorming with your team to come up with a mandatory list of items you feel are the best indicators of impressive candidates. Your list could include samples of past work, a proven success record with companies in similar industries, the expertise and technical skills to meet your demands, and a cost of services within your price range.

Example

The successful respondent will have:

• Experience working as a marketing agency for a minimum of 24 months and possess full-service, in-house capabilities for marketing, creative services, production, media planning and placement, direct response, and research.
• The education, experience, knowledge, skills, and qualifications of the firm and the individuals who will be available to provide these services.
• The competitive cost of services.
• The expertise of the firm in working with similar customers.

8. Describe any possible roadblocks.

Here, you’ll want to outline any roadblocks, such as limited resources or a custom website, that might prevent certain vendors from successfully completing the project. This allows you to eliminate unsatisfactory bidders, and it will also help you determine which vendors have the skills and expertise to tackle those challenges.

Example

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

9. State your budget for the project.

Any vendor needs to know how much you’re able to pay them for their services before they’ll move forward with their bid.

Example

Caroline’s Websites, Inc.’s budget for the project is $8,750.00.

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

Tips for Writing an RFP

There are several key actions that you can take to increase the likelihood of a vendor responding to your RFP. At the same time, certain factors can cause a vendor to be less likely to respond.

Here are some tips to help you optimize your RFPs to achieve a high response rate from vendors.

1. Provide open lines of communication.

If you establish open communication lines with vendors during the bidding process, you’re more likely to see a higher response rate. Why? Providing access to a point of contact — or establishing a schedule for conference calls or in-person meetings — can show that your company is invested in the vendor response process.

We also recommend purposefully asking your prospective vendors to seek clarification. Encourage them to ask questions about the RFP and the project itself. The more they understand your needs, the better their proposals will be, and the easier it will be for you to make an informed decision.

2. Don’t skimp on project details, but keep it brief and scannable.

Vendors are less likely to respond to RFPs if the project details are insufficient or unclear. If you don’t provide detailed instructions and requirements for your project, vendors may interpret the project scope differently, causing them to submit proposals that do not specifically address your needs.

Conversely, vendors are more likely to respond to RFPs that provide well-defined project goals and timelines, because that allows them to better evaluate their abilities and provide informed proposals.

That said, you want to keep your information as scannable as possible. Take advantage of formatting options such as bullet points and headings. A vendor is likely flipping through many RFPs in a day, so you want them to get the information they need after a brief scan of your document.

3. Establish a competitive budget and ample deadline.

Vendors are more likely to be interested in responding to your RFP if they feel that their pricing is competitive, and if they feel that your deadline and timeline is reasonable for the project’s specifications.

On the other hand, vendors may be hesitant to send you a proposal if there is a short deadline, or if the timeline is particularly compressed. This could indicate that your company is not allowing enough time for vendors to conduct research and submit accurate proposals.

4. Research your target vendor’s industry and marketplace.

Have you ever bought a piece of software that you know nothing about? Us, either, and we wouldn’t recommend you do the same when considering submitted proposals to your RFPs.

Researching the vendor marketplace beforehand can help you develop more realistic budgets, timelines, and goals. You can create highly specific selection criteria and better identify which vendors will most likely meet your budget and time constraints. 

With insufficient knowledge about the market, you could accidentally underestimate the resources required for your project, or set unrealistic timelines and expectations. This miscommunication can misguide vendors, leading them to either submit a proposal that is not a good fit or entirely opt out of bidding.

As the name makes clear, RFIs are about collecting information. They’re used by companies to get a sense of what solutions are on the market and how the companies that offer these solutions could help solve a key problem or complete a key task. RFIs ask companies to submit data about what they do, what they offer, and how they can help achieve specific goals.

RFPs, meanwhile, follow RFIs. Using the information obtained from RFIs, companies build RFPs that detail exactly what they’re looking for, how much they’re planning to spend, and how vendors will be selected. In effect, RFIs help narrow the scope of RFPs to help streamline the selection process.

Worth noting? There’s also another option if you know exactly what product or service you’re looking for: Request for quote (RFQ). Unlike an RFP, which asks potential partners to submit a proposal based on their expertise and experience, an RFQ is about cost: You’re asking a specific vendor what it would cost to deliver “X” service or solution in “Y” timeframe under “Z” conditions.

Realizing Best Results for Your RFP

Your RFP sets the stage for companies to bid on projects that are outside the scope of your internal expertise — but are still critical for your business to succeed.

As a result, it’s worth making sure your RFP is clear, concise, and captures the key details about your needs to help find the best-fit partner for your project. Not sure where to start? Grab a copy of HubSpot’s free RFP template, follow the steps above, and get your projects underway.

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

The post How to Write a Request for Proposal (RFP) with Template & Sample appeared first on ProdSens.live.

Have you been tasked with the job of creating a request for proposal, or an RFP?

Whether you have no idea what that is or haven’t written one in a while, today’s guide can help.

We’re diving into the specifics of what an RFP actually is, why you might need one, and how to create your very first one today.

To start, you should understand what all these letters even mean.

When your company has a new (often large) project, or one that’s more complex and requires a bit of outsourcing, an RFP can help you get the job done right the first time.

The RFP doc becomes a way for you to quickly uncover the strengths and weaknesses of potential vendors in relation to your project without having to spend too much of your time hunting for them yourself.

RFPs can also give you a sneak peek into different strategies you may not have considered since each vendor will include their own unique action plan along with their bid.

And you’ll have this information before you ever have to commit to the vendor.

Keep in mind, this should not be confused with an RFQ.

RFP vs. RFQ

An RFQ, or request for quotation, is slightly different than an RFP since it’s just the quote itself. Here, companies solicit multiple price quotes from various vendors to compare services based on price alone. While an RFP includes a price quote (along with several other specifics), an RFQ does not detail anything other than price.

As opposed to an RFP, an RFQ is a request for quote or quotation.

Here’s how to understand the difference:

While you’re technically receiving a quote in an RFP, you’re also getting information timeline of completion, deliverable schedule, and the list of services provided as well.

But with an RFQ, you’re only receiving the quote itself for the service or products you’re interested in purchasing.

In most cases, simply comparing quotes is not enough to see if a potential vendor is the right fit for your company, which is why an RFP is more appropriate in these situations.

What is an RFP in marketing?

In Marketing, an RFP is often used to outsource any marketing activities that could help your brand increase reach. These activities include anything related to marketing that you can’t do internally.

For instance, if you work at a small startup, you might create an RFP to find a full-service communications and marketing firm to create an integrated marketing plan for your business. If this is the case, you’d outline in your RFP that you’re looking for a firm to help you “increase SEO presence” or “attract social media followers”, etc.

On the flip side, if you work for a marketing agency, you’ll want to keep an eye out for RFPs in your area related to services you offer. For instance, if you work for a web design company, you’ll want to look for businesses that have created RFPs for web design services.

What is an RFP in sales?

In sales, an RFP is often created when a business is looking to purchase a product or service to suit its needs. For instance, if an enterprise company is looking for a new CRM software, the business might release an RFP that outlines what it’s looking for, and what it’s hoping to achieve with new CRM software.

For this reason, RFPs can play a critical role in the enterprise sales cycle. Enterprise companies that issue RFPs are often looking for businesses that can provide them with IT support, security, onboarding and training, and other additional services. To close these larger accounts, it’s vital your sales team is prepared with an RFP response process, and is able to efficiently respond to these large companies within the time allotted.

The RFP Process Explained

Before potential bidders can submit their proposals, an RFP must be drafted by the company requesting the work. (P.S. We’ll show you how to do this later in this guide)

This gives potential contractors a better idea of what your company is looking for.

Once your RFP is sent out, contractors or vendors can review it and submit their best bids to compete for the job.

In these proposals, vendors generally include the following items:

• An action plan of how they’re going to solve the issue
• A timeline of what you can expect
• Any necessary background information
• How much they expect the entire project to cost

In certain cases, bidders may come back and say specific components of the RFP need to be adjusted based on their experience in the industry.

At this point, you can either review their feedback and create a new RFP to adjust for the changes, or you can leave the original as is and keep it in mind while considering the other submitted bids. We’ll break down the process for creating the perfect RFP next.

5 RFP Stages to Get the Best Bids

1. Assess what you need.

Before you draft an RFP, you’ll need to do a bit of preparation to figure out what you need and what you’d like to accomplish. This process will help you define your goals, project scope, and discover roadblocks.

Use this time to conduct competitor and industry research to evaluate where you stand. Are you following current industry standards and guidelines? Is your product on par with what the competition offers, or are there features you lack that would add value?

2. List any technical specifications.

Including technical specifications up front in your RFP allows vendors to determine whether or not they can provide what you need. This also protects your business because in the event a vendor agrees that they can meet your specifications initially, but fails to deliver once they’ve taken on the project, you can hold them accountable to the specifications listed in the RFP.

3. Distribute the RFP.

Once the RFP is written, it’s time to send it out. You can publish it on your website, maybe even creating a specific landing page for it. Leverage any industry-related professional groups you’re a member of and advertise it there. Utilizing your local chamber of commerce is also an excellent place to advertise your RFP if you’d prefer to work with a local vendor.

4. Evaluate your offers.

Once you receive all the proposals, it will be almost effortless to compare each one and determine which vendor is the best fit for your company.

Out of the stack of bidders, you’ll want to narrow this down to a handful of your top three, five, or 10 favorites to consider, depending on how many you receive or are interested in. From here, you’ll want to spend time vetting potential vendors further to determine who’s really the ideal fit for the job.

5. Select the best vendor for the job.

Some companies may request one more best and final offer from their top vendors after they’ve started this negotiation process to ensure they’re not only getting the right person or company for the job but at the right price, too.

While this may sound like an extra step, it’s one that may save you money, time, and headaches down the road.

But this also leads us to a big question: Is all of this really necessary?

Can’t you just spend time reviewing two or three vendors on your own?

As you’ll see next, that route is definitely not in your best interest.

Why Issue a Request for Proposal?

Let’s briefly compare these two scenarios:

• Option #1: Spend time finding the perfect vendor on your own.
• Option #2: Use an RFP to get potential vendors to come to you.

Choose the first route, and you’ll probably use your coworkers, friends, and networking groups to help solicit possible referrals for the job.

Or you might perform a Google search to check out the top vendors in your area.

After you review the website of a possible candidate for the job, you’ll craft the perfect message to reach out and learn if they can even help.

Then, you’ll have to explain the specifics of your project and you may or may not ask them to submit a proposal before deciding to choose them for your project.

It’s not a complicated process, but did we mention you have to repeat it for every promising referral or vendor you come across?

Imagine how long that’s going to take!

Now, what if these potential contractors already knew your project details and they came back with their best plan of action and a formal bid for you to review?

So instead of having to explain your needs each time, you would simply outline it once, and send it out to the masses.

And to save you even more time, it would be up to potential contractors — not you — to reach out.

RFP Benefits

While creating an RFP will require time up front, it’s certainly worth doing the legwork. Benefits of creating an RFP include:

• Saves time: As explained with the scenarios above, an RFP saves you tons of time doing outreach to vendors. Instead, you can create one RFP document, publish it and have the vendors come to you.
• Not limited by your network: When doing the outreach yourself, you’re most likely to stay within your own network, relying on referrals. While referrals are great, publishing an RFP online allows you to reach a much larger swath of vendors.
• Vetted solutions: The RFP route also gives you a sneak peek into each vendor’s real plan of action, not the one they talk you into over the phone or in person. Since potential candidates have to submit a formal bid, they’ll need to spend time outlining the solution and really working through the problem at hand.

With RFPs you have an easy way to weed out vendors and cut through the stack of options fairly quickly.

But, to get to this point, you can’t make this next mistake.

What Not To Do With an RFP

If you want to find the right vendor, you need your RFP to be specific.

Only asking “yes” or “no” questions won’t get you anywhere.

That’s why you must create specific questions that require thoughtful answers. Ask open-ended questions that require them to explain their thought process when solving a problem.

Try to use sentences similar to these:

• Can you share an example of how you’ve solved this problem or a similar one for another company? Did you encounter any unforeseen roadblocks? What would you do the same or differently this time?

• With your proposed redesign, how long would it take a non-tech savvy person to complete the new registration form? How much time do you estimate this could save?

With these tips in mind, you’re ready to draft your first RFP.

How to Write an RFP

Here’s the basic structure of an RFP and what to include in yours:

1. Project Overview

Before you go into the specifics of your company, you should give a brief introduction to the project itself so vendors know right away if it’s something worth bidding on.

2. Your Company Background

This shouldn’t be a long history of your company. Rather, it should give contractors a better idea of what your company does and who you serve as a target market.

3. The Goals of Your Project

Clearly identify what you hope to accomplish with this project and what you see as a “win” so everyone is on the same page.

4. Project Scope

The details of the project are essential in an RFP. In the same way you don’t want to use vague questions, a vague project scope won’t help you find the right vendor either.

Spend time really detailing your project scope so there are no surprises later on.

5. Target Deliverable Schedule

Even if your deadlines aren’t super tight, you should still have a target deliverable schedule in mind. This needs to be included in your RFP so potential vendors can properly gauge if they have the resources and bandwidth to complete the job on time.

6. Possible Roadblocks

Don’t hide your existing or potential issues under the proverbial rug if you want them to disappear. A successful RFP is explicitly clear about any technical issues or possible roadblocks, such as: Are you dealing with custom coding or an outdated platform? Does your team have limited resources?

By explaining this upfront, potential vendors will know exactly what they’re getting into.

You’ll also naturally weed out contractors who can’t handle the task due to those constraints.

But you’ll also connect with companies that know how to work around these common issues with skill and finesse.

Remember, it’s far better to find this out now than after you’ve accepted the bid and started work.

7. Budget Constraints

It’s also important to be upfront with your budget too. The more you can eliminate surprises, the better for all parties involved.

8. What You’re Looking For in Potential Vendors

Another way to reduce or eliminate surprises is to explain exactly what you’re looking for in potential contractors.

All you have to do is outline what matters most to your project (i.e., time, solution, budget, etc.) and show how you’ll be evaluating their proposals based on that.

We’ll show you how this is done soon, but before we do, there’s one more thing to add here: an RFP cover letter.

Just like a cover letter for a resume, an RFP cover letter creates a professional image for your brand and sets the tone for prospective vendors. It signals that they should take the proposal and the project seriously.

The good news is there are a number of tools to make creating RFPs easier and less stressful than you’re imagining.

Sample Responses to RFPs

If you’ve issued an RFP and are collecting responses, you might be wondering what you should look for in effective RFP responses. Here, let’s look at a few examples of impressive RFP sample responses.

Example One: General RFP Response for Web Design Services

Dear [author of RFP]:

Regarding your request for proposal (RFP), [our company] is thrilled about the opportunity to provide you web design services. Having worked with [brief list of past clients], we believe a partnership with [company you’re writing to] would have a tremendous impact on your customer satisfaction and bottom line.

As one of [client’s industry] leading providers of [client’s main service], you know just how critical this time of year can be for your customers. On average, the cost to deliver is $[xxxx.xx], and [client name] is committed to “[client’s mission statement].”

As these challenges become more common, it is increasingly important to provide customers with a powerful, SEO-optimized website to attract new leads. With this in mind, [our company] intends to help [client’s name]:

• Create a sleek, impressive website that is clean, user-friendly and mobile responsive to work on all devices, so web viewers have a strong first impression of your brand regardless of the device they use to find you.

• Help you strengthen brand identity through a new logo and a new, cohesive color palette.

• Ensure each of your web pages are SEO-optimized to rank quickly, which will attract new customers to your website and demonstrate your leadership in the industry.

As stated in the executive summary, [our company] intends to help [client’s name] [brief allusion to client benefits outlined in executive summary]. To do this, our team has outlined a proposed set of deliverables, an order of operations, division of labor, and expected dates of completion to ensure the partnership between [your company] and [client’s name] is successful.

[Your company] can’t wait to work with you to help [client’s name] in addressing [client’s challenges described in Executive Summary]. To recap, please see below a brief overview of the services included in this partnership.

This sample response clearly and succinctly explains how the vendor’s service will solve the buyer’s critical pain points when it comes to creating a strong website. By outlining the key benefits, you’re showing the client how you’ll put them first and focus on their needs to get the job done.

Example Two: Video Production Company Offering Its Services

Image Source

When responding to an RFP from Anthem Blue Cross and Blue Shield, Paul Horton Visuals chose to create a full webpage dedicated to their RFP response. The webpage format enabled the team at Paul Horton to create a full sample video treatment and process to show Anthem what they’d be able to deliver if Anthem chose them. The page also includes an embedded video to highlight the strengths of Paul Horton: video production.

Proposal Software Tools to Help You Manage RFPs

In this article, we outlined 10 tools to help you manage and create professional-looking proposals in less time.

For today’s purposes, the following five tools are great places to get started:

1. RFPIO

RFPIO solves the problem of responding to RFPs, from project management to collaboration, to integrating with other software. Their solution includes reporting dashboards, auto-response features, and automated generation of proactive proposals from within your CRM. RFPIO also includes an intelligent answer library that turns previous RFP responses into on-demand intelligence that empowers revenue teams with enterprise content at their fingertips wherever they work.

And what’s better? RFPIO has an integration with HubSpot that will automatically sync your RFP with your portal, making it easy to share information with your team.

2. PandaDoc

To create customized RFPs with your own branding, consider using the proposal software PandaDoc.

Here you can set up your first RFP within minutes and even collaborate with team members using real-time updates within the document itself.

3. Nusii

Similar to other proposal software on the market, Nusii uses a drag-and-drop editor that makes building RFPs a breeze — especially for beginners.

Thanks to its clean, modern, simple design, it’s also really easy to figure out too.

One of the most helpful features of Nusii is using it for reworking existing RFPs to save you time. Just copy the content from an RFP you like and edit information to fit your new request.

4. Loopio

How do you plan on organizing all the responses to your RFPs?

One standout feature withLoopiois its RFP response library, which gives you instant access to all your answers from previous RFPs. This saves you the hassle of digging around to find what you need in a crowded inbox.

Their magic feature will even help you auto-populate a response if it appears similar to one you’ve already done.

Plus, you can manage your entire RFP process — including sending automated responses — and collaborate with your team all in one place with their intuitive dashboard.

And if proposal tools are out of the budget right now, or if you’d like to try your hand at creating your own first, use this template as a starting point.

5. RFP360

RFP360 streamlines your approach to RFP response management. Their intuitive knowledge management, workflow and collaboration features make it easy to create, review, update and approve compelling responses in a single library. Proposal automation and answer intelligence (AI) capabilities accelerate your ability to answer questions, suggesting the best possible responses and automatically completing them in bulk.

You can also import RFPs in various formats and generate polished final proposals, and integrated extensions allow anyone across your organization to use content from your knowledge library in Microsoft Office files, online questionnaires and forms — without leaving those applications.

Free and Editable RFP Template

Download a free, editable RFP template.

To use this template, simply download it here or fill out the form below. You can remove sections or pieces of information that don’t pertain to your project and add whatever else you need for your RFPs. You can also use this tried-and-tested proposal formula to ensure your RFP is professional and polished too.

The post The Ultimate Guide to RFPs appeared first on ProdSens.live.