Frequently Asked Questions

A Solicitation for Services (SFS) serves as a formalized procedure that organizations employ to identify the most suitable supplier of products or services, taking into consideration cost-effectiveness. As an illustration, let’s consider a scenario where the Department of Education allocates a budget of $100 million for the construction of a new educational facility. In response to this, they release an official document termed an SFS, which meticulously delineates the criteria for constructing the facility and the specific qualifications and resources expected from the preferred supplier.

Numerous entities express their interest in participating, and each undertakes the preparation of a proposal document that essentially conveys the following:

• Our vision for the optimal construction of your educational facility.
• Our extensive track record in successfully executing comparable projects.
• An estimation of the projected cost for this endeavor.

Taking into account these general criteria and any other stipulations set forth by the Department of Education, they will ultimately evaluate and select the most compelling proposal from their preferred supplier to undertake the construction of the educational facility.

To determine your approach when bidding on a proposal, it’s essential to consider the scope of the project. You should organize your strategies and workflow into three primary domains: strategy development, content creation, and design. Keep in mind that these categories may demand varying degrees of dedication in terms of time and resources. For instance, tackling a substantial project like a $100 million educational institution will necessitate a comprehensive RFP procedure, involving numerous team members investing hundreds of hours.

Effectively handling RFPs involves establishing structured procedures and appointing a dedicated project leader accountable for the end result.

The designated project lead assumes the responsibility of thoroughly examining the RFP document. They can opt to generate all content independently or distribute specific responsibilities to individuals possessing the most suitable skills for each task.

A seasoned proposal coordinator possesses a well-defined sequence of actions for crafting persuasive text, crafting engaging visuals, and addressing critical concerns to optimize the RFP evaluation. Furthermore, they excel in team management, ensuring a coherent narrative throughout the document, and consistently meeting tight deadlines.

Consider the following guidelines when inquiring about the services of a proposal writer:

1. Understanding Their Proposal Approach: Inquire about the proposal writer’s process. If they cannot provide a structured series of steps, it may indicate their lack of experience, potentially resulting in an improvised approach.
2. Assessing Similar Project Experience: It’s essential to gauge their experience with proposals of similar size and complexity. Proposals can vary significantly in their intricacies, so confirming that the writer has handled projects of comparable scale is crucial to avoid potential challenges.
3. Highlighting Your Firm’s Unique Qualities: A valuable aspect to explore is how the writer plans to showcase your company as the ideal choice for the RFP. If their response lacks an understanding of your company’s distinct strengths or the specific expectations of the RFP evaluators, they might struggle to craft a compelling response. Look for writers who engage with your unique attributes and inquire about the project to provide a thoughtful answer.

A requested proposal refers to a formal request made by an entity seeking bids or submissions for services tailored to a particular project.

In contrast, an uninvited proposal is one that is not initiated by a formal request. For instance, suppose you excel in providing paper products and wish to offer your services to a local government agency. In this case, you might choose to create a proposal detailing your capacity to meet their unique requirements and submit it to their office manager without prior solicitation.

Generally, the whole process of building a quality proposal usually takes three to four weeks – sometimes longer for more complex proposals or design-build or P3 submissions.

Before jumping into the work of writing your proposal, make sure to consider the following first:

• Read the RFP carefully and identify whether your organization can deliver the project that is being asked.
• Ask yourself – Have we done a similar project? Was it successful?
• Who would be the Proposal Lead? Is there anyone in your company who has the expertise to do the project?
• What information is needed as part of the submission? Can your organization provide all this information?
• Can you dedicate the necessary time to finish a professional response?
• Who will be the target audience of the proposal? Who will evaluate your solution? Can you address their concerns and aspirations effectively and persuasively?

The Executive Summary provides an overview of a larger document, such as an RFP response and should be placed at the first part of a proposal. It states and analyzes the client’s problem and provides the recommended solution briefly and concisely.

Information such as company overview, company services, organizational chart and team members are some of the things being asked in every RFP.

To reduce the time of digging this information, you might want to build a repository where you can quickly access them. It will also help you and your team members get standard information every time you answer an RFP.

When crafting your introductory statements, it’s crucial to avoid making broad statements about your company’s background and expertise. Instead, focus on tailoring your message to the specific needs of the project and addressing the primary concerns of the reviewing team.

Consider this: if the reviewers only have the chance to peruse this initial section, ponder what information they truly seek. This isn’t about what you wish to convey but rather what they need to know. Recognizing the distinction between these two perspectives and having the ability to see things from the reviewers’ standpoint will guide you in providing a thoughtful and informed response.

1. Proposal Manager – He/she implements the proposal process and planning. He/she directs bid members such as writers, graphic designers, and subject matter experts about their tasks. A proposal manager is also responsible for setting schedules, plans, deadlines and conducts progress monitoring. He/she also helps develop a proposal outline and compliance matrix.
2. Proposal Writer/Author – He/she is responsible for incorporating proposal win themes to the proposal write-up, researching and including standard content for the proposal such as company overview and case studies. The proposal writer also participates in storyboarding. An author also edits text in the proposal, writes resumes, and drafts executive summaries.
3. Subject Matter Experts (SMEs) – They support the development of the technical or solution sections. They provide the technical approach, architecture, and project timeline. SMEs can also act as reviewers to ensure that the phrasing is aligned to the objectives of the bid team.
4. Graphic Designer – The graphic designers are responsible for creating illustrations and visuals that will convey the key messages. He/she formats and cleans up different diagrams, timelines, and structures relevant to a particular proposal.
5. Contract Specialist – A contract specialist is responsible for reviewing contractual matters in the RFP. He/she ensures that the proposal is compliant with RFP clauses. He/she also checks the sample terms and conditions provided by a client and the proposal assumptions. The Contract Specialist is also responsible for preparing required forms, clauses, and certifications.
6. Editor – An editor is assigned to validate the final document’s style, consistency, grammar, and syntax. He/she also helps simplify messages or texts in the proposal to ensure it is easy to understand. He/she may also be asked to shorten the text to comply with page or word limits required by the client.