You run a business that needs a special project to be completed. While it would be possible to find a contractor via word of mouth, and hope for the best, that would not exactly be a wise decision. However, when you utilize a Request for Proposal, you will have the ability to go over what contractors can offer you, and choose the best one for the job. By using a Request for Proposal, you will be able to go over their qualifications, merit, stature, and skills. This document gives you complete control over the decision. The Request for Proposal gives you all the information you could want, including rates, time estimations, subcontractor issues, etc. If you are a contractor, the Request for Proposal is how you can get the best jobs for you.
Request for Proposal documents are necessary and important for continued success of a business. However, these documents can be confusing and complex at times. This is why people tend to use Request for Proposal Templates as a guide to collecting the proper information, as well as writing the documents. Your time is valuable, and Request for Proposal Templates are easy to use, and expedite the process of composing the document. These templates are available in a variety of formatting layouts, and are designed specifically with your needs and requirements in mind. Below you will find an introduction to the basics of creating your Request for Proposal document.
The Business Proposal: An Introduction
When a business wishes to sell a service, commodity or product to a potential buyer, they write a business proposal. This is an important step in a sales transaction, as the potential buyer is often considering several proposals at one time, in order to find the best deal for themselves. A business proposal is written in response to a Request for Proposal document.
Many businesses survive by seeking bids in order to secure a project. For example, a construction company may have their eye on a lucrative project. In order to obtain that project, they must make a bid for it. This bid is one of many, as other construction companies are vying for the same project. If that construction company wants to make a bid on the project, they need to know the requirements of the job, in order to place that bid. In order to place that bid, the construction company needs to know exactly what the business wants from them, including rates, terms and time frame.
In the preceding scenario, a Request for Proposal is a way for a business to solicit bids from construction companies. Here, the buyer announces that there is a project underway, or a product that will need to be developed, and they need businesses that can fit the bill, so to speak. Companies, such as the construction company, can now place bids to secure the job. The Request for Proposal, will tell the construction company about the bidding process, terms, and how they want the bid to be formatted.
Elements of the Request for Proposal
When the construction company obtains the Request for Proposal, they will go over its contents, such as the specifications required by the company that will be needed to complete the project. They will also become familiar with how their bid will be evaluated and graded. The Request for Proposal will also tell the construction company the type of jobs that will be required, and also a list of when each milestone needs to be reached. After reading all of this, the construction company can decide if they can, indeed, complete the project. If they can, they will place a bid.
As can be seen with the above example, the Request for Proposal is necessary when the buyer is seeking businesses that are specialized in completing the project successfully, and at the least possible cost to the buyer. However, a Request for Proposal is also used then a buyer needs a product developed, and is looking for a company that has the facilities to create the desired product. For example, say that you are thinking of developing a better clothesline. You are the buyer who is now searching for companies who can build it for you. You create a Request for Proposal document for those companies that are bidding for your job, to construct the clothesline.
The Request for Proposal, is also known as a formally solicited proposal. It will contain a detailed listing of all specifications that will be required to do the job. These are what the buyer will purchase from the seller. The Request for Proposal will also often have instructions on how to properly fill out the proposal. Request for Proposals are only given out to businesses that can actually fulfill the requirements of the job at hand, and complete it successfully.
Reasons for the Need for a Request for Proposal
One of the main reasons for issuing a Request for Proposal, is that the type of supplies, materials and labor might not be readily available to the company. In other words, they need to solicit bids from businesses that have the necessary experience and background to complete the project.
For example, a business that is looking for a construction company that has expert knowledge of soundproofing and installation of security equipment will be in need of companies that can specifically handle this task. This company will make a Request for Proposals, outlining all that is necessary to finish the job, so that other businesses may bid on the project. This company then goes over all the bids, and chooses the one that they feel will fulfill that task at hand.
Fundamentals of Composing a Proposal
Creating a well written proposal can be the difference between the success or failure of a business venture or project. If the proposal is not clear on specifics, those bidding on the project will remain unaware of important aspects. As a result the company that has won the bid might not be able to complete the project successfully. It is not their fault, as they were not informed of all the particulars. On the other hand, if the Request for Proposal is complex, it may hinder the bidding process, in that there is no ‘wiggle room’, to create solutions to problems.
For example, say that the company who is bidding on the project sees that the Request for Proposal is so detailed regarding materials and supplies, that the solution cannot be carried out within the time frame, using the materials and supplies noted in the Request for Proposal. However, if the proposal is specific, yet gives sufficient room for creativity, the businesses bidding are confident that they can find solutions to any issues that arise, and do so within budget and time constraints.
Summary of the Steps in Composing a Request for Proposal
Below is a summary breakdown of the suggested steps to writing an effective Request for Proposal.
- Why do you need the Request for Proposal. In this step, write down the reasons why your business, organization or group needs this.
- Step two defines your organization to the potential bidders.
- The third step involves a description of the project.
- Next, the Request for Proposal should cover contract terms, what information the bidders will have to supply, how the bids will be evaluated, and finally the criteria required for the contract to be awarded to a bidder.
- This step is where you consider the milestones. In other words, deadlines, and contact information.
Details Regarding Creating the Proper Request for Proposal
Statement of Purpose
This section describes objectives and is also designed to express exactly what it is that your business, organization or group is looking for.
Here, you will want to describe your business and how it operates. It is important to include facts and statistics and avoid being vague. Contact information is also placed here, such as who will be negotiating the bidding process.
Summary of the Work Involved
Describe exactly what it is you will be expecting of the potential bidder. What will they need to provide and what you expect. This is where you will include a detailed outline of who does what. This is particularly important in case the bidder will be utilizing sub contractors for the job.
In this section, you need to clearly state what you expect, and what you will not tolerate. Here, you will explain to the potential bidders how you will monitor their progress, their performance and if they have invoked the agreed upon procedures, as per contract.
Deliverables are defined as what it is that is to be expected from the winning bidder, along with milestones. For example, if you are a video game company, and you desperately need people who can do excellent physics with cars, you would state that you require the cars complete on a specific date.
Make sure your contract terms are able to be met by bidders, and are not too constricting. If your terms are too constricting you could miss out on capable, careful and precise bidders, who use their time wisely in producing the best possible project. Include the length of time, start and end dates. In case you admire their work, it is important to include a contract renewal option. Include any contractual terms and conditions as well.
How to Prepare the Request for Proposal
Outline exactly how you wish your received proposals to be formatted. All bidders should follow the outline you have provided. Express the information that you will require from each bidder, including any documentation and contact information.
How the Winning Bidder is Chosen
This is where you will state what you will be looking for in the proposal, such as what criteria you will focus on and how you plan on evaluating the proposals. In other words, relate to the bidding companies how you will evaluate them, so they know exactly what to put inside the proposal. This is a crucial step, as it makes it easier to compare and contrast the various companies.
Request for Proposal Schedule
Outline any and all important dates, such as deadlines for submission.
A detailed list of any and all individuals who are involved in the Request for Proposal. Include their job title and contact information.
Request for Proposal Templates
All in all, the creation of the perfect Request for Proposal document is essential in order to find the best people for the job at hand. Composing a Request for Proposal document can be a bit daunting at first. These are complex documents that require a great deal of attention and focus. As a result savvy business owners utilize Request for Proposal Templates. The Request for Proposal Template assists you in creating the document that will collect the information you need, and in a cost efficient and effective manner. Simply download one of our Request for Proposal Templates, insert the appropriate data, save to file or print. In short, the complexity of creating the perfect document is now lessened, and you can be assured that the information necessary is correct and viable.
We are providing up to 20 professionally designed Request for Proposal Templates compatible with Microsoft Word. All of our templates are created with the business owner in mind. All of the layouts and designs have been scrupulously gone over, and rechecked to make sure that they contain exactly what you will need to secure the absolute best bid for your organization. These Request for Proposal Templates can be utilized in a variety of ways. For example, they may be used to provide examples, formats, as well as samples. All of which assist you in composing the perfect Request for Proposal document.