The RFP Process Made Simple for Nonprofits

An agency’s perspective on what makes an ideal RFP

Ah, the eternal question for busy nonprofits: how do you write an RFP? More importantly, how do you write a request for proposal that will get you the results you need?

A request for proposal is how you find the best people for the work you need done. They outline the scope of the project, required deliverables, and any criteria used to evaluate submissions. The RFP process should be pretty simple, no? Unfortunately, we haven’t always found this to be the case.

Make your potential partners stand up and yell, “Yes! Sign me up!”

Picture yourself running the gauntlet through a grant proposal process from hell, mired in needlessly complex requirements and jumping through specialized hoops just so you can secure funding for your nonprofit. Now you have a sense of what a bad RFP is like for the marketing and organizational strategists of the world. Read on to find out how you can craft a request for proposal that makes your potential partners stand up and yell, “Yes! Sign me up!”

First: Do You Need an RFP?

You might if you have a project, i.e. something with a specific intended outcome within a definable period of time. It should take longer than a few hours of work, and you would benefit from external expertise on the area of work. Also, you don’t already know who you want to work with.

Examples:

• Designing marketing materials for your upcoming season of performances

• Providing a series of workshops for your board and staff or your audience

• Developing and promoting your next strategic plan

You probably don’t need an RFP if you need to add ongoing capacity to your team. You need to put together a job description. Follow your normal hiring procedure, even if you’re looking for a contractor and not a full-time role.

If you already know who you want to work with, just email them instead of subjecting them (and particularly others!) to a bid process. We’re flattered that your financial policy requires at least three bids, but if you tell us at the start that you want us and you’re just following protocol, that policy is just a bit of weird red tape, friend.

What Are Some Common RFP Mistakes?

Stop writing 10-page-long RFPs

1-2 pages is plenty. See our checklist below for what you need to include, and remember that scannability (breaking things up with meaningful headers and bullets) is queen.

Don’t be overly choosy about the format

Lots of consultants, especially smaller local shops (like yours truly) have their own process. When you require a specific format, you rob them of their ability to tell their unique story. You also force them to completely change their usual proposal process and content, which costs time (read: $$). The harder you make it for people to apply, the fewer responses you’ll get.

Don’t demand a timeline unless you actually have to

Many projects have a preferred timeline but not a real, drop-dead deadline. Be honest about that distinction, and if you don’t actually have a deadline, don’t include it in the RFP, or at least distinguish between requirements and preferences. Otherwise, you might cut out prospective applicants entirely.

Don’t exclude your rubric/how you will assess successful proposals

Before you post the RFP, you should develop an internal rubric to guide decision-making. Then, include those elements in the RFP. Do you want to see past experience on similar projects? Are you prioritizing local or national firms? Are you looking for a specific skill set on the team? Don’t make service providers guess—by including your rubric, you will increase the chance that proposals specifically address the things you care the most about. Tell us how to ace it!

Don’t dismiss a proposal you like without having a conversation first

Wish the work could get done faster? Need the budget trimmed? Want a dedicated project manager on the team listing? Just ask! Your respondents are doing their best to capture your needs, and are often happy to make a reasonable adjustment.

What Should Be Included In An RFP? Here’s The Only Checklist You Need!

Introduction + Background

• (Short) intro of your organization.

• Description of the project and how it fits with your larger work.

• Brief information about your team and who will be the point of contact.

• Tech specifics, if you require the service provider to work within certain systems (Google Drive, Sharepoint, etc.).

Goal

• What are you trying to achieve? Not just “complete the project” but things like “increase program participation” or “develop a strategic plan that strengthens our financial position and mission delivery.”

Deadlines

• Date proposals are due.

• Date you will make the decision.

• Date when work begins or finishes (if you have one).

Budget

• Even if you don’t have a specific budget, including the range or a maximum limit is extremely helpful for agencies.

• If you’re seeking marketing support, distinguish between the budget for the service provider and the budget for advertising efforts (i.e. your ad budget). This is the difference between building the car (hiring a marketer) and fueling the car (budgeting for ads).

Evaluation Criteria

• This will depend on your internal rubric, and we love specificity!

Now that you’ve made it through our list of rights and wrongs, we’ll tell you this: no RFP process is going to be perfect. It's better to send something out than to keep struggling alone (or hiring your board member's weird cousin).

Have a project in mind? Skipping the RFP process and chatting with us directly is also an option. Schedule a free 30-minute consultation!

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