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A request for proposal (RFP) can help you find the right vendor to solve a problem when internal resources may be insufficient. It's often used for new websites, SEO and print publications. For the best results, make sure your RFP features:

• Project overview: Define goals and the project's intent.
• Project scope: Provide detailed information about project requirements for accurate budget quotes.
• Possible roadblocks: Make vendors aware of any potential obstacles—anything from lack of resources to multiple stakeholders with different goals. These factors can help eliminate bidders who are not up to the challenge.
• Proposal requirements: Outline the criteria that will be used to evaluate proposals. Make it clear when you need to receive submissions and if there's a format you prefer.
• Company background: Describe your organization, values and culture.
• Goals of project: Clearly articulate the current challenges and desired outcomes.
• Compliance and regulatory considerations: Outline healthcare-specific regulations (like HIPAA) that govern marketing activities, especially if you are sending to vendors who aren't healthcare-focused.
• Deliverable schedule: Include realistic timelines for proposals, evaluation, selection and project completion.

Questions for vendors

Clear expectations and transparency are crucial. Other items you might ask vendors to include are:

• Examples of similarly complex projects to assess technical capability.
• Client references to assess credibility.
• Project timeline with major tasks and milestones to assess workflow and processes.

To streamline future RFP creation, consider developing a library of questions, sections and templates when you don't have an immediate need. And following a successful RFP process, conduct an internal debrief of what went well and what you'd do differently next time.

A well-crafted RFP ensures that you receive the information necessary to make an informed decision.

Categories: Marketing