BLOG What Makes a Good RFP? The request for proposal (RFP) process is a critical component of modern procurement, helping businesses identify potential vendors and secure solutions that align with their objectives. A well-constructed RFP streamlines the bidding process, ensuring qualified vendors have the information they need to deliver accurate, competitive proposals. However, crafting an effective RFP requires careful planning, clear communication, and collaboration between internal stakeholders. By focusing on evaluation criteria, project objectives, and open communication, businesses can achieve better outcomes, including cost savings, reduced time investment, and a strong return on investment. A good RFP clearly defines the project scope, sets realistic expectations for prospective suppliers, and establishes a structure that simplifies decision-making for key stakeholders. From outlining contract terms to establishing criteria for evaluation, a thoughtful RFP ensures that internal teams, project managers, and business stakeholders can confidently make informed purchasing decisions. Let’s explore the key elements that make an RFP effective and how tools like Rohirrim’s RohanRFP can transform the proposal process. What is an RFP? A request for proposal is a formal document used by organizations to solicit proposals from prospective suppliers or service providers. It outlines the project overview, including project goals, timelines, and deliverables, while providing potential vendors with the information needed to submit a competitive bid. RFPs also define evaluation criteria, such as the vendor’s customer references, price range, and adherence to payment terms or contract terms. The RFP serves as a bridge between the issuing organization and prospective clients, fostering collaboration to ensure the best solution is selected. Do we still need RFPs? Despite advances in project management software and other technologies, RFPs remain a cornerstone of procurement. They provide a structured framework that ensures fair competition among qualified vendors and helps organizations address their biggest concerns about costs, timelines, and vendor capabilities. For internal teams, RFPs bring clarity to the purchasing decision process, ensuring alignment between key stakeholders and the project’s overall objectives. What makes a good RFP? An effective RFP goes beyond listing requirements. It is detailed, transparent, and designed to elicit meaningful responses. Here’s what makes a good RFP. Clarity: A well-defined project scope and clear instructions for the bidding process. Collaboration: Input from project teams, design teams, and other internal stakeholders to ensure all needs are captured. Fairness: Establishing clear evaluation criteria and setting a reasonable price range. Efficiency: Streamlined timelines to reduce time investment for all parties. Follow-Up: Encouraging follow-up questions to clarify any ambiguities. Nine Keys for a Good RFP 1. Intro/executive summary Start with a concise project overview that highlights the project objectives, key deliverables, and return on investment. 2. Business overview and background Include a snapshot of your organization, highlighting its mission, market position, and recent successes with current customers. This gives prospective suppliers a sense of your values and priorities. 3. Project goals and target audience Define the project objectives and who will benefit from the results. Whether it’s internal stakeholders or external users, clarity here ensures alignment with the design team and vendors. 4. Scope of work and deliverables Provide a detailed project scope, specifying all tasks, milestones, and deliverables expected from the potential suppliers. 5. Project timeline Set a realistic timeline, outlining key dates for proposal submission, evaluation, and project execution. 6. Structure of the vendor proposals Request specific sections in vendor submissions, such as a cover letter, team qualifications, and breakdowns of additional costs. 7. Budget Be transparent about your project budget, including the anticipated price range and acceptable payment terms. 8. Selection criteria List the criteria for evaluation, such as vendor experience, customer references, and alignment with the project’s needs. 9. Proposal timeline Clearly outline deadlines for proposal submissions, including timeframes for follow-up questions and final decisions. How to improve your RFP response process Create a Content Library Build a repository of commonly used materials, such as cover letters, company profiles, and case studies. Know Your Team (and Their Strengths) Understand your project team’s capabilities and assign roles based on expertise to ensure an effective response. Create a Project Plan Use project management tools to map out tasks, deadlines, and resources for both the RFP creation and response phases. Repeat, Review, Optimize, and Expand Analyze past RFPs to identify successes and areas for improvement, ensuring your process evolves over time. Common RFP response roadblocks and how to overcome them Time constraints: Use management software to streamline tasks. Ambiguities in the RFP: Address follow-up questions promptly. Misaligned stakeholder expectations: Hold alignment meetings with internal stakeholders early on. Improve your RFP Response Process by Partnering with Rohirrim’s RohanRFP Rohirrim’s RohanRFP tool takes the guesswork out of the proposal process. By automating repetitive tasks, improving collaboration across internal teams, and integrating project management software, RohanRFP enhances efficiency, reduces time investment, and ensures high-quality results. Transform your requests for proposals into a strategic advantage with RohanRFP. Crafting a strong RFP requires time, effort, and collaboration. By focusing on the key elements and leveraging tools like RohanRFP, businesses can achieve better outcomes, reduce additional costs, and secure a strong return on investment. Contact Rohirrim today to schedule a demonstration and see how our generative AI tool can help you improve your request for proposal process! FAQ What makes a great RFP? A great RFP is clear, comprehensive, and collaborative, providing proposal writers with well-defined proposal requirements and specific project details. It sets clear expectations for mandatory requirements and evaluation criteria, ensuring the prospective client can select the best potential partner for their needs while achieving cost savings and delivering an effective solution to stakeholders. What are the 7 steps in an RFP? The seven steps in an RFP process typically include: Define project details and objectives. Gather input from the key team and stakeholders. Draft the RFP, ensuring mandatory requirements are clear. Distribute the RFP to potential partners. Review and evaluate proposals. Shortlist and negotiate with top candidates. Select the vendor and finalize the contract. What makes a bad RFP? A bad RFP lacks clarity, omits critical project details, and fails to specify mandatory requirements, making it difficult for proposal writers to deliver a meaningful response. If the RFP favors an incumbent vendor without transparency, it can alienate potential partners and undermine the goal of finding the best solution for stakeholders. What are three questions that should be asked in an RFP? What is the vendor’s approach to meeting the project’s mandatory requirements? How does the vendor propose to achieve measurable cost savings for the organization? Can the vendor provide case studies or references from similar prospective clients? What should an RFP look like? An RFP should have a professional structure, starting with an executive summary and detailed project details, followed by sections outlining proposal requirements, mandatory requirements, and evaluation criteria. It should also include timelines, budget expectations, and sections for key team introductions and solutions for stakeholders. Farah van Caloen Director of Marketing Category: BLOG Published On: April 23, 2025