How to Write an RFP for Contractors
- 1). Write an introduction detailing when your company started, how many employees it has, the kind of work you do and the company's mission. Describe the company culture, your vision for the company and how the planned project will fit into that vision.
- 2). Write a general description of the project you want the contractor to complete, including what it is you want done and desired result. Describe what part, if any, your company will play in completing the project, such as providing a project manager or collateral.
- 3). Write a detailed description of each task you want completed during the project, the desired outcome of each task and that task's products or deliverables. Specify any hardware, software or other technical parameters that need to be followed.
- 4). State the budget you have available as a "not-to-exceed" amount -- this will encourage the respondents to submit their best pricing. Create a table detailing the expected percentage of budget allocated per task, so the contractor understands the level of effort you expect per task. If you are unsure of the level of effort required per task, list only the total not-to-exceed budget and state you want the RFP respondent to include that detail in their response.
- 5). Create a project timeline. Detail when you want each project task started and completed. If you are unsure how long the tasks will take, create a table of the project tasks and deliverables and state you want the RFP respondent to complete the table in their response.
- 6). Write a section requesting information from the contractor that you feel will be important in choosing a contractor to complete your project, such as proof of business insurance, references, list of prior projects and outcomes, proposed project personnel and contact information. Write a detailed description of how you want the contractor to submit his response to the RFP, including minimum qualifications, format, level of detail regarding how he will approach each task, pricing and project timeline. List the format in which you want to receive the proposal, how many copies and how you want it delivered.
- 7). List the address and contact person at your company who will be receiving and evaluating proposals. List the RFP release date, the final date you will accept questions regarding the RFP and the proposal due date.
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