Requests for Proposals

Writing an RFP

An RFP should always include:

• A complete description of the project including location

• The background history

• Any relevant drawings or photos

• The scope of services required

• A timeline and project schedule

• All submission requirements such as the due date and formatting

Checklist

I. Analysis

• • Why is the RFP being created?

  • Who needs the information with the document?

  • How is the RFP conveyed to the audience?

Before sending your RFP, does it includes the information the reader show know to submit a proposal?

II. Evaluation

Content

• • • Is the audience for the RFP clearly defined? Is it open to all bidders or only a select few?

    • Is the contact person's name included at the beginning of the document?

    • Does the RFP include all the necessary information?

      • • Purpose of the RFP

        • Key Selection Dates

        • Background information describing the organization issuing the RFP and the project itself

        • Basic requirements for the products and/or services being proposed

        • Hardware and software requirements--for technology-related proposals

        • Statement of Work and Project Schedule

        • Submission Requirements

        • Evaluation Criteria

        • Appendices providing additional information as appropriate

Tone

• • • Is the RFP clearly written with all necessary information included in logical order?

Style

• • • Is professional language used throughout?

Attitude

• • • Does the presentation of information consider needs of different learning styles and differing abilities/disabilities?

Appearance

• • • Did you use a common font for text, e.g., Times New Roman?

    • Did you preceded any critical component to the report with white space (for emphasis)?

    • Did you use bullet points for 3 or more items in a list?

    • Did you ask someone to proofread the document?

Source: The Alberta Association of Architects A Guide to Writing Professional Services Request for Proposals for a Building Project (2005).