Don’t Write a Sucky RFP
As a consultant, I have seen a lot of Requests for Proposal (RFPs). Generally, they are okay. Note I say “okay” -- not great, well done, or even really good. The really good ones are few and far between. Why is this? Because it’s hard to write a clear, concise RFP that gets you the information your organization needs to make a decision on hiring consultants or industry partners. It’s even harder to write a strong RFP if you are just copying what other people have done.
Humans copy each other. It’s the way we are. If someone else is doing it, then that must be a good way to do it. If it’s not a good way to do it, then why would they be doing it? Probably because they copied someone else who was doing it.
This happens with RFPs too. People copy templates; they ask people if they can see their RFP and copy it; they copy an old RFP that may not be relevant any longer. I agree with the saying that we shouldn’t reinvent the wheel, but when it comes to your RFP make sure it is specific to your project.
A good way to approach an RFP – and make it stronger – is to think it through like you are answering interview questions:
Tell us something about your organization. This can include when you were established, your mission, how many members you have, what type of organization it is (association, charity, foundation, etc.).
What are some of your major benefits, events, or products? This gives the consultant reviewing the RFP some context about what is important to your members.
What type of project do you want to conduct? Is it strategic planning, member research, communication audit, or launching a podcast?
What is your budget? YES, it’s okay to put this in here. Why? It helps the consultant develop a proposal that fits your budget. You don’t want to receive proposals in the $100,000 range when your budget is only $30,000.
Give us the details: who is the contact person for the RFP? When is it due? What would you like to know about the consultant and their company? When would you like the project to launch? Mention if there is a specific timeline that must be met, like “this needs to be completed prior to our next annual meeting.” And most importantly: when is the proposal due and where should we send it?
What you should NOT include in your RFP:
Requests for samples of work done for other clients. Consultants keep their clients’ work confidential and will treat yours with the same consideration.
Don’t demand confidentiality if you ask for No. 1.
It’s not necessary to ask for references in the proposal process. Wait until you are getting closer to making a decision. This is not the same process as hiring an employee. Don’t ask for references until you’ve spoken with the consultant and are leaning towards hiring them.
Don’t ask for actual work in the proposal. For example: “Submit a detailed sample work plan and the steps you would take to make it happen.” Consultants have been burned too many times submitting a lot of detail, not getting the project, and then seeing the organization using the suggestions submitted in the proposal. The proposal process is not a way for you to get free work.
DO NOT dictate fonts, font sizes, formatting or other design decisions. It makes your organization look difficult to work with and will turn off consultants considering your RFP.
The best RFPs tell the world who you are, details about what you are trying to accomplish (e.g., the project), the resources available to support the project (e.g., budget), offers to answers questions or have a conversation, and includes the timeline (when do we want to start and finish).
And after you get all those wonderful proposals, let the consultants know the status. They’ve just put in time and effort to write you a proposal so please let them know if you decide to work with someone else. Consultants will thank you, and you’ll get stronger proposals.
