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Writing a Proposal That Wins Bids:
How to Write a RFP? Effectively.
Successfully writing a proposal requires a high level of skill and experience; that is, if you want to writing winning proposals. As a business, writing proposal requests that succeed is a challenge. Learn how to write a RFP effectively.
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Writing proposals is an important part of the sales process. A request for proposal (RFP), request for quote (RFQ), request for expression of interest (RFEI), or request for information (RFI) is often initiated by various levels of government and/or by large organizations. These RFPs typically have a fairly large dollar value (for example, $50,000 and more - though some organizations require RFPs for all projects).
While it's important to have input for sales staff for the proposal, it's also important to have a well organized and good writer contribute to the proposal (best case: you have a strong writer on your sales staff).
Think of the proposal as a written (compared to verbal) selling tool: it needs to be clear and convincing and meet all the requirements of the RFP
Writing a Proposal
Business organizations issue a number of different requests for bids or tenders:
- a request for proposal (RFP);
- request for expressions of interest (RFEIP);
- request for information (RFI);
- request for qualification (RFQ);
- and request for technical specifications (RFTS).
These requests are typically used by governments at all levels (federal, state/province/region/ and municipal); universities, colleges and schools; and a number of organizations (typically larger organizations such as telephone companies, gas companies, transit companies, and so on); most of the time, the value of the project will determine the type of process used to select a supplier.
How to Write a RFP?
Writing a project proposal or an expression of interest or request of information is a very specific event. As a business, writing proposals that win RFPs are a significant challenge, and opportunity.
Before you begin writing a proposal for RFPs, RFQs, RFIs, RFEIs, and more, you need to develop bid or no-bid criteria. You do not need, or want, to be writing a project proposal that you cannot deliver on time (due to time constraints, cash flow constraints, or other resource constraints).
You can use free RFP templates or RFP guidelines. Or you can develop your own RFP database, which uses data that is often used over and over again; such as information on your business, ownership and management team, capabilities and qualifications (why you should be considered), your references and work history, your solution to the request and your price.
Many small businesses find writing a proposal to be time consuming and not very rewarding.
Writing a Project Proposal:
Consider Outsourcing or Subcontracting
As a small business owner, you need to understand what you are capable of bidding on, and when you need to support your capabilities by sub-contracting or outsourcing. When writing a project proposal, include subcontractors.
Consider the advantages of outsourcing: you can subcontract parts of the bid (however if you do this make sure you understand your reputation and credibility is on the line; make sure the subcontractor is excellent at what they do). If you are representing a company, identify who from the company will be working on the project and describe their skills and experiences. If you are representing yourself, provide a comprehensive list of your qualifications.
Writing a Proposal: The Details
Some bids will specify a limited number of references and the specific type of reference (by letter, by phone number, by visit) required. RFP template examples (you should be able to find some examples online): a bid for a major house renovation, a prospect will want to see your work; a bid for a major roadwork project could be enhanced by a site visit to a project you've successfully completed; and more. Other bids will leave it open.
Use references from similar project work (make sure you contact your references first and ask their permission to use their name and number).
If this is a new area for you, use references from other work you've done and make sure you relate how that work enables you to do the work you're bidding on.
When writing a proposal answer all the questions in the RFP; even if you feel you've duplicated the answer elsewhere.
Often RFPs are evaluated and scored by more than one evaluator; you want to make sure that everyone reviewing your proposal, or parts of your proposal, has all the answers needed to make a comprehensive decision on scoring or ranking your bid.
Also don't forget to number all of your pages to make it easier for the evaluators to section out your proposal.
How to write a proposal that wins work is the goal of all RFP business writing. Proposals that are detailed, well organized and complete will have a better chance of scoring high and getting awarded the bid.
Read through the request for proposal very thoroughly and use decision making tools to decide whether or not writing a proposal makes sense for your business; otherwise you're just wasting your time.
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