Regardless of whether you work for a small agency or a large marketing company, you will probably have to fill out a request for quotation or a tender at some point.
Your company cannot do everything internally, and if your company needs to buy a product or service from another location, you may need to shop. With an RFP, you can collect offers from different providers and choose the provider that best suits your skills and budget criteria.
Every time you outsource work to a supplier, problems such as misunderstandings related to the amount of work and remuneration can arise. What a good RFP does is remove the gray area so that both parties understand what has to be delivered when and for how much.
RFP template
Here we have provided an RFP template that you can follow for the initial structure, as well as a sample RFP for further inspiration. But it’s not a one size fits all – you need to customize your RFP to best articulate your company’s needs.
Download this template for free
RFPs come in all shapes, sizes, and visual formats, depending on the needs of your company and the work to be done. At the top of a standard RFP you will find the following:
Project name or description
Name of the company
address
city
State
Post Code
Contact person for procurement
PCP phone number
Email address from PCP
- fax number
- The main part of the RFP contains additional details about the project, including:
- Background / introduction
- Project goals and scope of services
- Estimated selection plan
- Time and place of submission of proposals
- Timeline
- Elements of the proposal
- Evaluation criteria
Possible roadblocks
budget
Read on to learn more about what’s included in each of these sections so you can create your own RFP.
1. Background / introduction
In your introductory section you would like to include useful background information about your company – who founded it, what product or service your company offers, what sets you apart from your competitors and where you are. If a provider is serious about working with you, they want this information before proceeding.
2. Project goals and scope of services
Next, you want to describe the project you need to complete and the goals you expect from the project. It is important that you are as specific as possible – even if you describe individual tasks and criteria. You should include expressions such as “The award is given to X firm”, where “X” determines how you choose the best candidate.
3. Estimated selection plan
It is important that you provide a detailed schedule so that providers know if they can meet their deadlines. You also have to give the vendors a window where they can ask questions about your project. This will limit the effort for you and for you.
4. Time and place of submission of proposals
Similar to paragraph 3, this is important information that you want to be clear so that providers know how and where to submit for the exam.
5. Timeline
By including a time frame in your RFP, you can eliminate any provider that cannot work within your time constraints. If you have a flexible schedule, you can write the following: “Our company hopes to complete the project within six months, but we’re open to negotiating the right candidate.”
6. Elements of the proposal
If you are not clear and specific about what bidders should include in their proposal, you cannot necessarily blame them if they do not include it. It is important that you create a checklist so that providers know what to expect. This is also a good test of who is able to meet your needs. If a provider cannot complete all of the elements of your offer, you probably cannot trust them to complete your project.
7. Evaluation criteria
If you outline your expectations, you can eliminate providers who do not meet them. In this section, you should brainstorm with your team to create a mandatory list of items that you think are the best indicators of impressive candidates. Your list may include examples of previous work, a proven track record of companies from similar industries, the expertise and technical skills to meet your needs, and the cost of services in your price range.
8. Possible roadblocks
Here you want to show all obstacles, e.g. For example, limited resources or a custom website that may prevent certain providers from successfully completing the project. In this way, you can eliminate unsatisfactory bidders and determine which bidders have the skills and expertise to meet these challenges.
9. Budget
Every provider needs to know how much you can pay for their services before they can bid.
RFP example template lab with tables and red headings
Image source
After understanding the elements of an RFP, you can create your own template and then fill it out so that you can accept bids. We’ll use a fictional company, Caroline’s Websites, Inc., to illustrate exactly how each section should be done, starting with the heading:
Project name or description: Marketing Services
Company name: Caroline’s Websites, Inc.
Address: 302 Inbound Ave.
City, State, ZIP Code: Boston, MA 29814
Contact person for procurement: Caroline Forsey
PCP phone number: 227-124-2481
Email address from PCP: cforsey@consulting.com
Fax number: N / A.
Next, we’ll go into each element of the RFP with information that uses the same fictional company.
1. Background / introduction
Caroline’s Websites, Inc. is a web design company founded by Caroline Forsey in 2010. Caroline’s Websites, Inc. prides itself on a team-oriented, solution-based approach to web design. We offer our customers web design services such as coding, development and branding. Our employees are located in two offices in Massachusetts.
2. Project goals and scope of services
Caroline’s Websites, Inc. is looking for a full service communications and marketing company to develop and execute a comprehensive integrated marketing plan that will increase our SEO presence. attracts more social media followers; and effectively completes a lead generation campaign. The award is given to a responsive and responsible company based on the best value and best professional skills.
The selected company will be responsible for developing and implementing a comprehensive and cost-effective marketing plan.
The tasks include the following criteria:
• Lead generation campaign
• Paid media strategy
• Production of creative material including collateral and direct mail
• Online marketing campaign
• Website improvement
• Search engine optimization
• General account management
• Other communication and / or marketing support as needed
3. Estimated selection plan
The request for quotation schedule is as follows:
[Company Name] Application for tender: June 1, 2020
Submission of questions by tenderers: July 5, 2020
Answers to bidder questions: July 20, 2020
Selection of the top bidders / notification to unsuccessful bidders: July 31, 2020
Negotiations begin: August 5, 2020
Contract award / notification to unsuccessful bidders: August 31, 2020
4. Time and place of submission of proposals
The RFP will be published on our website Carolinewebsites.com and can be downloaded directly from there on June 1, 2020 from 10 a.m.
Respondents to this RFP must submit one original and five copies of their proposal. Responses must be received by July 25, 2020 at the latest. The answers should be clearly marked as “RFP Marketing Services” and sent to the contact person specified above by mail or post.
5. Timeline
Carolines Websites, Inc. must have completed the project within 8 months.
6. Elements of the proposal
A submission must contain at least the following elements:
• Description of the company with a general overview, names and credentials of the creative team and number of full-time employees.
• A one-page presentation that describes the strengths of the company and the different skills or abilities that may relate to Carolines Websites, Inc.
• A representative selection of social media ads, direct response material, collateral and website development created for current and past customers.
7. Evaluation criteria
The successful respondent will:
• You have worked continuously as a marketing agency for at least 24 months and have internal full-service functions for marketing, creative services, production, media planning and placement, direct reaction and research.
• The training, experience, knowledge, skills and qualifications of the company and the people who are available to provide these services.
• The competitive cost of services.
• The company’s expertise in working with similar customers.
8. Possible roadblocks
Caroline’s Websites, Inc. currently has custom coding on our website that bidders should know about.
9. Budget Caroline’s Websites, Inc.’s budget for the project is $ 8,750.00. These elements are written to clarify the scope of the project Caroline’s Websites, Inc. is seeking to complete, so that suppliers know whether to bid or not. By defining the project, the bidder can determine whether he is a good fit and how much he would likely charge. Being as transparent as possible is useful (and even protective).
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To use some of these elements in your own RFP, start with an RFP template and customize it to your liking.
RFP Template Editor’s Note: This entry was originally published in June 2018 and has been updated for completeness.