A Request for Proposal (RFP) is a formal document used to solicit proposals from potential vendors or service providers for a specific project or business need. Here’s a template for a basic Request for Proposal that you can adapt for your small business:
Request for Proposal Template
[Your Company Logo]
[Your Company Name]
[Your Company Address]
[City, State, Zip Code]
[Phone Number]
[Email Address]
[Website]
RFP Number: [RFP Number]
Issue Date: [Issue Date]
Submission Deadline: [Submission Deadline]
Project/Service Information:
- Project/Service Title: [Title]
- Project/Service Description: [Description]
- Project/Service Objectives: [Objectives]
Scope of Work:
- [Include a detailed description of the project or service requirements.]
Proposal Submission Requirements:
- Submission Instructions: [Include submission instructions, such as submission method, email address, or mailing address.]
- Submission Deadline: [Specify the submission deadline.]
- Contact Information: [Provide a contact person’s name, email, and phone number for inquiries.]
Evaluation Criteria:
- [List the criteria you will use to evaluate proposals, such as experience, cost, references, etc.]
Proposal Format:
- [Specify the format and structure you expect proposals to follow, such as cover letter, executive summary, technical approach, budget, etc.]
Proposal Content:
- [Detail the specific content you want to see in proposals, including the required sections and any additional information you need.]
Terms and Conditions:
- [Outline any specific terms and conditions that apply to the project or service, such as payment terms, deadlines, and any legal or compliance requirements.]
Appendices:
- [Include any additional documents or forms that bidders need to complete and submit with their proposals.]
Questions and Clarifications:
- [Specify the process for bidders to ask questions or request clarifications, including a deadline for submitting questions.]
Proposal Evaluation and Award Process:
- [Describe the process you will follow to evaluate proposals and how you will notify the selected vendor.]
Thank you for considering our RFP. We look forward to receiving your proposal.
[Your Company Name]
[Your Contact Information]
Notes:
- Customize the template with your company’s logo, name, and contact details.
- Fill in the RFP number, issue date, and submission deadline.
- Provide detailed information about the project or service requirements in the “Scope of Work” section.
- Specify submission instructions, evaluation criteria, and proposal format.
- Include any specific terms and conditions relevant to the project or service.
- Customize the appendices based on any additional documentation required.
- Clearly outline the process for questions, clarifications, and proposal evaluation.
This template serves as a starting point for creating a Request for Proposal tailored to your business’s specific needs. It helps vendors understand your requirements and ensures a structured and consistent evaluation process for their proposals.