Proposal Writing Tips » Checklist

Free Checklist – Responding to Request For Proposals (RFPs)

Editor — Fri, 14 Oct 2011 14:24:10 +0000

Want to avoid last minute mistakes when submitting your business proposal? It’s easy to forget something when responding to an Request For Proposal (RFP) as there are so many activities to coordinate. One way to ensure your proposal gets delivered on time – and with all requirements covered – is to create a checklist. Here’s a sample checklist to get you started.

Click here to download the RFP Submission Checklist template

Checklist – Submitting Business Proposals

You can use this checklist when responding to RFPs, ITTs and RFIs. Please note that this checklist does not cover all areas (ie non-exhaustive) but will ensure that all information required by the Request For Proposal is provided in accordance with it provisions.

Key Deadlines

ASAP – Confirm receipt of RFT document
Date – First deadline for sending queries
Date – Final deadline for sending queries
Date – Deadline for receipt of Tenders

Tender Documents

X printed, signed and executed copies and one electronic copy of Tender Documents.
Tender documents in envelope marked “Formal Title of Bid – Response to Request for Tender”
Tender documents delivered to the offices of [conform that this is the correct address] by the Closing Date for Receipt of Tenders (see paragraph X).

Confirmations and Certificates

Confirmation that Response complies with National law (see paragraph X).
Certificate there is no economic, legal, commercial or financial relationship with another Respondent (paragraph X).

Information

Furnished full details and identified licences, permits, permissions, including planning permission, authorizations etc required and have been obtained.
Provisions of details of ownership and group structures of Respondent or if joint venture or consortium, the members thereof and, the commercial and legal relationship among the members thereof and other agreements with required confirmations.

Compliance

Compliance with the provision of Section X.
Compliance with the minimum qualification requirements (paragraph X)

Response

Response completed in required format (paragraph X).

Tender Documents for Lot X must include the following:

Completed Specifications Template (ref Appendix 1)
Completed Costs Template (ref Appendix 2)

Tender Documents for Lot Y must include the following:

Completed Specifications Template (ref Appendix 3)
Completed Costs Template (ref Appendix 4)

ALL Tender Documents must include:

Signed Confirmation and Compliance Statement (ref Appendix 5)

Document RFP Submission Template

Click here to download the RFP Submission Checklist template

Conclusion

Every proposal writer has different ways of organizing their bids. One thing to watch is you are responsible for delivering the response – and if you’re working with a team of writers – is to assume the something is missing.
If you have this attitude, you are more likely to spot an omission, error, or discrepancy in the final document.

Sometimes it looks trivial, for example, the footers may be different. Create checklists to capture before the leave your office.

So, if you’re working later, under pressure, and coordinating many documents, use checklists to assemble the proposal correctly and make sure it gets submitted with all the relevant information.

RFP Checklist For Describing Functionality

Editor — Fri, 02 Sep 2011 15:09:17 +0000

How do you describe the website’s functionality in your RFP? The next section in your Website RFP is to describe how it works, i.e. functions.

The functionality section of your RFP can be distilled to a few pages. Share sample sites that illustrate functionality you’d like to see on your site.

Download Request For Proposal Template for only $14.99

To describe the website’s functionality in your RFP, create a table with a listing of all potential functionality.

Indicate which functionality is:

Implemented,
Planned, or
Under consideration

Website RFP Checklist – How to Write Functional Requirements

Write the functionality from the customer’s perspective. This helps the bidder to visualize how the website will work as they can see it as the user would.

To do this, describe:

Examples – Sites that approximate the desired functionality
Database – Outline if your site involves database development or integration
Components – Describe which (if any) software components that have already been installed, such as chat, project management, multimedia, e-mail, other…
Ecommerce – Describe how transactions will need to be managed. Include details of payment, fulfillment, verification, and order tracking

Takeaway

When describing the functionality, create a matrix and list what’s currently installed, what needs to be developed, and what would be nice to have, i.e. useful but not urgent.

This helps the bidder when preparing the cost section.

How?

They can provide a bandwidth of costs depending on which functionality is developed and which is ignored or postponed to a future date.

You can then choose which suits your budge and which you feel if good value for money.

RFP Checklist For Describing Website Technical Needs

Editor — Sat, 20 Aug 2011 22:10:42 +0000

How do you describe the website’s technical needs in your RFP? The next section in your Website RFP is to describe how it works from a technical standpoint.

For instance, this helps bidders understand if it can be integrate with MS, Oracle, or WebSphere. Without this technical details, they will not be able to prepare a valid solution.

Download Now for only $19

Website RFP Checklist – Describing Technical Needs

Technical specifications describe the back-end both from an infrastructure (e.g. hosting environment) and software development point of view.

Provide the following information in your RFP:

Domain – Has your domain name been registered? Have you registered different variations?
Hosting – Is your hosting currently in-house or outsourced? Have you had issues with the hosting.
Statistics – What are the usage statistics and anticipated growth?
Security – Are there significant security concerns? What are the security needs of your site, i.e. physical and electronic?
Platforms – What development platform do you use (e.g. Windows NT, UNIX, etc.)?
Legacy Systems – Are there legacy systems that need to be considered? What are the existing databases in place (e.g. Oracle, SAP, IBM etc)?
Web Browser – What browsers are visitors likely to use? Has a targeted browser version been determined?
Mobile – Do you need a mobile version of the site?
Languages – Which of the following might be used (if known): HTML, DHTML, Java, CGI?
Multimedia – If multimedia capabilities are required, which development tools will be used (e.g. Premiere, Flash, Audio)?

Takeaway – Describing Technical Needs

Provide enough details so bidders can, if necessary, create a prototype showing you how the solution will function. Highlight tools you do not want or may be impractical to implement, such as Adobe Flash if you plan to develop for the iPad.

Defining Objectives in Your Website RFP

Editor — Sun, 14 Aug 2011 14:50:29 +0000

If you’re writing an RFP for a website or content management solution, you need to outline your online objectives and how the new site will drive your web site’s content, design, functionality, and technology.

Download Request For Proposal Template for only $14.99

Website RFP Checklist – Why Define Objectives?

All of your business units need to understand what they are trying to accomplish through the internet.

For instance, the objective of a web site might be to have a marketing presence based largely on your corporate literature or…

Incorporate customer service or…

Focus on e-commerce aimed at increasing revenues.

In considering objectives, consider the intended audience and the online benefits to that audience.

Articulate your objectives and rationale in one or two paragraphs.

Website RFP Checklist – How to Define Objectives

To do this, explain which of the following best represent the type of site desired:

Marketing presence
Customer service
Static information delivery
Dynamic information delivery
E-commerce
Supply-chain management,
Community-building or
Other

Note: more than one may apply.

Takeaway

Keep your objectives concise, non-ambiguous, and relevant. In addition, highlight if your competitor(s) provide the internet offering you want? If so, refer to this.

Also, outline what your new site will do more efficiently than current processes. How will it increase sales, reduce costs, or generate new leads?

What other objectives would you add?

RFP Checklist – Defining the Business Context

RFP Checklist – Defining the Business Context

Editor — Mon, 01 Aug 2011 17:00:28 +0000

You want to create an RFP for a new website! What do you need to include?

The first section is the business context.

Why do you need to put your business proposal in context? Think of it from the reader’s viewpoint. By placing it in context, you’re helping them understand your requirements so they can marry their solution with your needs.

RFP Checklist – Defining the Business Context

To do this, start your RFP with a few paragraphs describing your business. Imagine they know nothing about you. What would you tell them? How would you describe what you do… in non-technical terms. And with no jargon.

Give them some corporate literature and/or a press kit, if possible.

Next, answer the following questions so that bidders have a better understanding of your requirements:

Industry. In what industry is your business?
USP. What is your unique competitive positioning?
Competitors. Who are your company’s major competitors?
Customers. What is the profile of your company’s customers?
Suppliers. Who are your key vendors/suppliers? How many in total?
Performance. What has been your company’s performance over time (growth rate, stock performance, etc.)?
Size. What size is your company (revenues and employees)?
Location. What is the geographic span of your company?
Strategy. What is your company’s growth strategy?

Give the bidder enough information so they:

Can grasp your position in the market a little better
Don’t need to request clarifications on minor points
Help you frame the rest of the RFP

Conclusion

Keep this section brief but informative. Don’t give too much detail here. Rather refer them to the appendix and other supporting documents. You want to be helpful so they have adequate information, but you also want to move them into the main section of the RFP and get into the requirements.

The takeaway is that some parts of your RFP will be high-level (as in the Executive Summary), whereas others drill-down into more granular detail.

If possible, assign different writers to each task unless your writers have the skills to write both sections.

No related posts.

How Business Proposals Are (Really) Evaluated

Editor — Wed, 12 Jan 2011 14:45:00 +0000

If you’re new to proposal writing, either for Sales, Grants, or Government procurement, you’re chance of having your bid accepted increases when you understand how proposals are evaluated.

Business Needs Statement Checklist

How Business Proposals are Assessed

For most large-scale Request For Proposals, the proposal evaluators will create an Evaluation Grid against which they score proposals bid. Most government Request For Proposals provide an evaluation grid in the Appendix.

If the Evaluation Grid is not included with the RFP, you can assume that is will be based on the tender submission format. It is for this reason that you need to prepare your response exactly as per the submission format.

An evaluation grid is a matrix with the key criteria on one side and the weighted scores on the other.

Criteria	Weight	Score
Understanding of Requirements	2.0
Technical Capability	2.0
Proposed Solution	2.0
Project Management	1.5
Fixed Price Cost	5.0
Other Factors etc	1.0
Total

Sample Evaluation Grid

How RFP Requirements Are Scored

The evaluation team generally allocate the weight according to each respective criterion, e.g. the fixed-price costs.

However, in European Union contracts, the RFP may stipulate that most economically advantageous tender (M.E.A.T) will win the contract.

Conversely, they can also state that they are NOT bound to accept the lowest bid.

Nonetheless, you need to get the cost right. Pre-sales and business development functions should assist you in ‘guess/estimating’ where to pitch your bid.

When bidding, this should be the very first activity to undertake. Do not leave costing to the end!

Write Your Proposal To Get Higher Scores

Evaluators use different formulas to determine financial criteria, such as Value-For-Money, hidden costs and change control.

For this reason, you need to outline your costs very clearly.

Any attempt to disguise costs, e.g. bury them inside the terms and conditions, will raise suspicions and erode any trust between the bidder and the evaluators.

Conclusion

These points must be examined in depth to ensure your grant application or business proposal is heading in the right direction. For new proposal writers, it can be very difficult to see your bids rejected, when you know that the price is good value for money and the team is qualified.

In the next article, I will show you how to address this and position your Proposal in the eyes of the funding agency.

About the Author: Ivan Walsh provides business proposal writing tips, tutorials, and templates on the Proposal Writing Course every week. Get his free proposal writing newsletter here.

Request For Proposals: Writing the Format Section

34 Ways to Check Your Request For Proposal Submissions

Editor — Mon, 20 Dec 2010 11:30:00 +0000

If your next Business Proposal is for an important client, and you’re working under pressure to get the document submitted on time, it’s easy to get confused and forget something which determines whether you win or lose the bid. One way to avoid this is to use a proposal checklist to identify each requirements in the Request For Proposal.

Request For Proposal Checklist

Use this checklist when proofing your bid and, especially before sending your proposal to the printer:

Official Request For Proposal Documentation

Is the following information correct?

Request For Proposal Name
Document Owner
Request For Proposal Description
Received date
Closing Date
Date Submitted
QA Completed (Yes/No)

Proposal Writing team and Contributors

Do you have all the necessary information from the writing/bid team:

Content Required from:

Date Content Required by:

Content Required from:

Date Content Required by:

Content Required from:

Date Content Required by:

Content Required from:

Date Content Required by:

Proposal Quality Control Checklist

As the Proposal Manager, complete the following quality control checklist:

Identify contributors to the bid document
Confirm dates for receiving documents
Confirm Sign–off dates
Confirm File format e.g. Word, PDF
Confirm Number of hardcopy and softcopies required

Proposal Format, Style, & Grammar

The Proposal Manager can use the following checklist for each Business Proposal, when you check the bid for grammar, language, writing, technical details, cross-references and other information that relate to the bid:

Cross-Reference the Proposal against the Request For Proposal for:

Spelling
Grammar
Language (UK or US English)
Publication Date on Document
Each Chapters / Section has intro text.
Footer has Date & Time
Header and Footers have Titles
Header has Version Number
Graphic Layouts are correct
Figures/Tables are numbered
Correct Fonts e.g. Headings, Body Text etc
Supporting Docs are included, e.g. CVs
Remove Comments/Remarks
Remove Blank pages
Check Cut-and Paste data from other docs
Page Layout set to A4
Page Sequence is correct
Tables layout is consistent
Lists are consistent
Bullets, Diagrams etc print Correctly.
Print Draft Document(s)
Circulate copies for review
Collate all contributions
Monitor Version Control
Highlight gaps to Project Manager and/or Contributors
Highlight issues to Project Manager and/or Contributors
Make Backup copies of Working Docs
Make Backup copies of Finished Version
Graphic Designer Role in Proposal Development
Ensure the Graphic Designer completes the following:
Design/Print Request For Proposal Cover and Back
Design/Print CD ROM Jewel Case Graphics
Design/Print CD ROM Graphics
Package CD

Proposal Print and Assembly Checklist

Even when you have finished all these steps, you can still trip up if you don’t have material to print, assembly and post the Proposal.

Ensure you have the following:

Spare cartridges in stock
Correct Paper in stock
Check Spelling on Design Literature
Burn CD and Package
Check CD for correct contents
File Graphics in Project Folder
Check Printers are functioning

What else is needed to make sure each Proposal is submitted on time?

About the Author: Ivan Walsh provides business proposal writing tips, tutorials, and templates on the Proposal Writing Course every week. Get his free proposal writing newsletter here.

Sherlock Holmes Guide to Finding Hidden Styles in Microsoft Word 2007?

Editor — Mon, 14 Jun 2010 01:21:00 +0000

Post written by Ivan Walsh. Follow me on Twitter

Sandra wants to know where is the Styles menu option in Microsoft Word 2007. She wants to update her new business plan and add Notes, Messages, Quotes and other pre-formatted styles. The Styles in Microsoft Word 2003 and 2007 seem to be different.

He’s right. The Microsoft Word user interface in 2003 and 2007 is very different.

1. The best way to add Styles, such as Notes etc (2007) is to go to the Home tab. It’s the default.

2. Click the little arrow button under Change Styles.

3. This opens the Styles menu along the right-hand side of the page.

4. Select the text you want to change.

5. Scroll down and find the Note style, for example.

6. Change the text.

Does it work?

Do you see the little arrow under Change Styles. Click this and the Styles will appear! If not, drop me a line.

PS – if you’re looking for tips on writing user guides, then check out I Heart Technical Writing.