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How to Respond to an RFP

Responding to an RFP need not be a daunting task! You can use the step-by-step process, which follows (with examples), to help you respond to RFPs you receive from businesses wanting your design services.

Your RFP response should include a cover letter, company and product overview, and benefits of your working with your company. To begin with, you need to find answers to fundamental questions, to find out all that you need before you respond to an RFP. Answering the five “W’s” (Who, What, Why, When, Where) and one “H” (How) from the client’s perspective and your own perspective helps.

Who – requires your service and your introduction? It helps to break the introduction in to two well-planned parts. Include all the details about your prospective client in the first paragraph. Ensure that you summarize their needs and go ahead to tell them who you are. Don’t unnecessarily boast about your skills and abilities. Give your client an unbiased account of your skills.

 

Excerpts from my RFP response:
FIRM INFORMATION
Studio1c is a design firm founded in 2007 has expanded to include 9 other contractors; including designers, and website developers.
Studio1c’s mission is to create custom high-quality designs that cater to each clients’ unique requirements. Our experienced team provides print design, marketing, ongoing SEO, website development and hosting, maintenance and much more. Please visit our website, www.studio1c.com to see examples of our work.

What – does the company expect out of you and what you can do to help them?
Why – do they want your services and why they should choose you?

Excerpts from my RFP response:
Our unique integration of form, function and design puts us in a great position for this type of work. We are so confident that you’ll love the end result, that we guarantee our work!
We’d be pleased to refine this proposal if it does not adequately reflect your needs or goals for you.

You need to discuss your proposed services, while you answer the questions, “What” and “Why”. Address all the client requirements and your abilities to deal with them. Elaborate on your skills and experience to help the client place his/her trust in you. It helps to outline your strengths and distinctions, relate them to the scope of services to be provided for the clients’ project.

When – does the company expect you to complete the project and when you can start?

Excerpts from my RFP response:
PROJECTED TIMELINES AND BUDGET REQUIREMENTS
NEWLY DEVELOPED (CMS) CONTENT MANAGED SITE: I will select a CMS Joomla template that best addresses the design and functions you would like for your website. Second, we optimize all existing graphics into the proper placement in the template.

Where – is the company based at and your location?

How – much would it cost them, how much time and effort would you need to invest, and how do they pay you?
State your professional fees in the RFP response. Don’t sound too vague in quoting hourly and per-project rate. Make it as clear as possible, include fixed and variable pricing, so a client who requires hourly or per project rate receives a definitive idea of the budget.

Excerpts from my RFP response:
BILLING PROCESS
Studio1c will require payment of 50% of the project budget upon written agreement of compliance with proposal (email reply or retainer payment is acceptable); 50% upon completion of the approved work.

Most importantly, you need to customize the proposal and personalize it to the client. Don’t forget to thank the client for the opportunity to submit response. Ensure that you tell them why you would be the best choice and provide all the details they would require to contact you.