Proposal Starter Guide

Thinking of responding to an RFP? Overwhelmed by 150+ pages of requirements? We’ve got you covered. After years of helping our clients respond to multi-million dollar RFPs, we know how to break down these massive documents and create a plan of action for a winning response. Here are a few steps to get you started.

Step 1: Start with the Deadline
Find your deadline(s) and work your way backward to create a plan with milestones. Stick to this schedule like your life depends on it!

Step 2: Understand Certification Requirements
Many RFPs require bidders to have specific certifications, such as WBE or MBE. If you don’t have the required certifications, make sure you have time to get them.

Step 3: Print Your Forms
Every RFP will include mandatory forms that need to be completed and submitted along with your proposal. Print these out right away and fill them out as soon as possible. *Tip: Prioritize the forms that need to be notarized.

Step 4: Obtain Required Insurance Coverage
The level and type of coverage required by an RFP vary greatly by industry, but there is almost always an insurance requirement of some sort. Make sure you have the coverage you need as well as proof of coverage.

Step 5: Break It Down
RFPs can span 150 pages or more. Break down the document into digestible pieces, beginning with the structure of the RFP. Create an outline of the required sections with bullet points for each.

Step 6: Note Submission Format and Requirements
Does the RFP require a physical proposal, electronic submission, or both? What are the formatting requirements for a physical proposal? How many copies need to be turned in? What are the file size limitations for an electronic document?  *Tip: Be wary of RFPs that have no page limit restrictions but small file size requirements.

Step 7: Know the Judging Criteria
Understanding how your proposal will be evaluated goes a long way towards creating a winning proposal. Look for the sections that carry the heaviest weight and give them extra attention.

Step 8: Secure Financing (and Prove It)
RFPs will often require proof that you have the financial ability to realize your proposal. This may include a letter from your bank, historical financial statements, or a promissory note.

Step 9: Note Preferred Vendors
Especially when bidding on construction contracts, make sure that you adhere to requirements for vendors and subcontractors. These may include a list of preferred vendors or a diversity provision.

Step 10: Engage an Expert
There’s no better way to tackle an RFP than to bring in an expert for assistance. Diace Designs has the experience you need to prepare a formal response to an RFP—and the expertise you need to create a proposal that stands out and wins big. If you are considering responding to an RFP, contact us.

About Kara Franco
Kara writes copy that speaks. She has a knack for creating clear, compelling messages without wasting words. She is passionate about digital marketing and believes that copy is the cornerstone of user experience.

Copywriter + Content Strategist
Kara@diacedesigns.com