What Makes The Best RFP Response?

When a government entity wants to purchase goods or services, they must issue a solicitation, which includes multiple documents that clearly state the requirements for businesses to submit a competitive response. It is in the best interest of the government to open the solicitation to as many bidders as possible in order to choose the best suited vendor based on reputation, sustainability, compliance and price. These solicitations can be in the form of a Request for Quotation (RFQ), which is a simpler acquisition procedure that is used for goods and services purchased underneath a monetary threshold. Governments can also issue a Request for Information (RFI), which is typically meant to inform about possible upcoming bids. The most common and laborious type of solicitation is the Request for Proposal (RFP), which announces the project, describes it in great detail, and solicits bid responses from qualified vendors.

What Is An RFP?

In this article, we will discuss the most time-consuming type of solicitation, the Request for Proposal (RFP). These documents are filled with legal jargon, rules and regulations that must be included due to transparency and accountability laws and the verbiage can be somewhat challenging. They can be from 20 to over 100 pages long and it is recommended to read through these documents with a fine-tooth comb and fully understand each section before responding. You will need to thoroughly comprehend the government’s requirements so you can reply with a response that highlights your business’ skills and proficiencies. Although these types of solicitations can be taxing, they get easier as time passes. You will learn new challenges about procurement with each response and devise templates that fit your business for certain sections.

What Should You Include in Your Response?

Language

The use of industrial jargon and non-familiar terminology is likely to make the reader lose interest. Be sure to use verbiage that is easy and clear to understand as it is a human being that will be reading your response. If you need to include technical terminology, be sure it is clearly explained so it can be easily understood. But remember, always mimic the requirements verbiage to keep it in line with the RFP. For example, if the agency is looking for a "Cloud Solution" and is written that way in the RFP, write "Cloud Solution" and not "SaaS" in your response.

In most cases a formal tone is all that is needed, but you can really impress a buyer by researching how they would personally speak. Do they come across in a very formal way or are they more down to earth? Which phrases or terminology associated with your industry resonates with them? Researching past bids in your industry with the government agency you want to work with can help you to learn more about the buyer’s tone. This is one of many great reasons to research past bids. Bidnet Direct allows you to research past bids dating back to 2005.

Structure

Even a clearly written and engaging response may not have the impact you were hoping for if it lacks structure. Structure is the backbone for upholding your information in the best way possible. An important part of staying structured is creating templates and using them as a checklist to make sure you’ve included everything needed in your proposal. 

Here are some essential parts to consider:

• Cover Letter - Just as in a job application, a cover letter accentuates your best attributes as a company. Keep it concise and engaging.
• Executive Summary - This is where you’ll focus on the government’s needs and objectives and how your business can help them accomplish this.
• Strategy - This is the main course of your response and where you’ll pitch your recommendations on how your company and the government agency can achieve their needs together. Make sure every aspect in the documents is addressed and consider splitting your strategy into multiple sections to best reflect your approach and what your company can supply.
• Project Recommendations - This section includes pricing details in the form of an itemized list or a simple explanation of what the agency will be getting for their money.
• Company Information - This section is for an introduction of your company to the government agency, including the team who will be performing the work proposed. Here you can share success stories and other community validations that may be important to the buyer.
• Contract - This section details the potential agreement and terms.

But remember, do not change the required template or layout if the buying organization has provided one. Outside of adding your content and logo, changing the format required or order in which the buyer is requesting makes it harder for the buyer to find and rate your response to specific sections. 

You CAN Put Together a Great Response!

Choosing a tone that matches the buyer as well as adhering to a strong structure will help you craft a great response to any RFP. Our team at Bidnet Direct is ready to answer any questions you may have, from researching past bids to suggestions on how to create a winning proposal. Please contact our team today at  800-835-4603, option 2 or start searching for bids.