How to write an RFP for sustainability solutions

The RFP template

DOWNLOAD MAKERSITE’S RFP TEMPLATE

Writing an effective RFP can be a challenge. Your company will have specific goals and objectives, and you’ll need to be able to put together a logical yet thorough question set that enables you to identify the best vendor for the project. With that in mind, we’ve worked to build out what we consider to be the ideal RFP template – and, given that we’ve seen a fair few, we like to think we know what we’re talking about. 

Our rationale was as follows:

• The RFP template should be simple in format and execution, but adequately thorough
• It should help your company to ask qualified questions that unlock the right answers, rather than relying on generic question sets that more often than not produce inadequate answers
• The question set should always consider the fact that the customer has a specific goal in mind
• Wherever possible, questions should be open rather than closed, allowing for more detail. If closed questions are deemed necessary, they should be at the bottom of the list
• We’ll use our expertise as a company to accurately reflect what top tier manufacturers are asking. The RFP template is designed to replicate the RFP processes of leaders in their respective fields
• To create a template that negates the need for external consultants, who don’t necessarily know what the company needs or how to articulate those needs

There are 123 questions across 13 separate sections that represent an ideal baseline. The template does not have to be set in stone. Certain manufacturers or users will have other questions they may wish to add, or will find questions in this template that they don’t consider necessary. However, its purpose is to help anyone struggling with putting together an RFP to ask the necessary questions rather than relying on a generic question set that any supplier can fulfil. 

This is what the best in their fields seek to create when it comes to building an RFP. In creating this template, our aim was straightforward: make it simple, and help users to design their solution based on what leaders are doing. 

You can view the template for reference in the embed at the bottom of this page, or you can download the Excel version to use and edit for yourself at the link at the top.

What makes a ‘best in class’ RFP?

What does the ideal RFP (Request for Prospoal) look like? It’s a common question, but one without a definitive answer.  No two are the same and many manufacturers remain unsure of what they need, relying on basic templates to communicate often complex needs and requirements. Often, unfortunately, those templates are not up to scratch. But that’s not to say that the perfect example doesn’t exist.

RFPs, without doubt, remain an important part of the manufacturing process – an essential tool when it comes to completing a project that you need outside help with. An RFP done correctly not only enables your organization to find the best solution to the task (given that different companies might have different ideas or ways to tackle it), but also helps you to compare the costs of different providers and find the right option for your budget.   

RFPs also help to negate an element of risk early on in the manufacturing process, allowing you to be sure that the company you choose to do the work knows what they’re doing and can deliver what you need. 

For many, the process of putting together an RFP can be a challenge – a drain on both time and resources. From a lack of initial clarity (meaning that proposals may come back incomplete or unaligned with company needs) to scope creep (where the scope of the project changes during the RFP process due to a lack of forward thinking and due diligence), initial hurdles can make the desired outcome significantly harder to achieve for all concerned. 

Companies also struggle to find the right balance of information. Too much detail can overwhelm potential bidders, while too little may leave vendors guessing. From writing the requirements to reviewing proposals, building out an RFP is a time-consuming process, one often further hindered by vendor management issues (where keeping track of questions, updates, and proposal submissions requires careful organization), budgetary concerns (where companies may have a hard time estimating the right budget for the project, and sometimes don’t include budget information in the RFP) and a lack of defined evaluation criteria (where companies may not have a structured approach for comparing different aspects like price, experience, and quality.) 

When these challenges are made clear and are proactively addressed, companies can begin to streamline the RFP process and increase the chances of selecting the best partner for their project. 

“An RFP done correctly not only enables your organization to find the best solution to the task (given that different companies might have different ideas or ways to tackle it), but also helps you to compare the costs of different providers and find the right option for your budget.”

Why getting it right matters

A good RFP template helps to tick a number of boxes. It saves time, facilitating a faster turnaround in creating and distributing RFPs, reducing delays in project timelines. It ensures consistency, making it easier for vendors to understand what’s required, regardless of the project. Done correctly, it reduces the risk of missing critical information, ensuring vendors have all the details needed to create a thorough proposal. It helps to avoid miscommunication or confusion, leading to proposals that better align with the company’s needs, whilst also simplifying the evaluation process, as the company can quickly compare key factors like costs, timelines, and experience side by side.  

Furthermore, it helps to prevent scope changes and misunderstandings that could arise during the project and has the added benefit of making sure that vendors know exactly what to address in their proposals, reducing back-and-forth and ensuring more complete responses. 

Ultimately, the organization issuing the RFP is seeking help because they need expertise or resources they don’t have internally. The RFP process allows them to gather multiple solutions, ensure fairness, manage costs, and reduce risks, thereby helping them choose the best provider to achieve their project goals.