Outline of Key Sections
Now that we all understand the differences, let's outline some key sections to include in your next RFP issue.
Cover Page – This is an excellent opportunity to summarize critical dates for your RFP. Include your logo, title of project, RFP number, due date, date of issue, deadline for questions and pre-proposal meeting details, if applicable.
Introduction – Introduce your project and your City/Organization. This is an opportunity to be proud of your community and don’t forget to brag a little! Why is this project important? What are your goals with this RFP? Take a couple of paragraphs to introduce your community and the project from a high level. If you have a target budget, make sure you state it so that bids align with your project goals.
Scope of Services – Know your project! For the RFP process to be efficient and effective, you must first do your homework. Describe your project and process in as much detail as possible. This will not only save you time by eliminating unnecessary questions from submitting firms, but it will also provide them the information they need to get excited about your project and share how they can help you achieve your goals.
Describe the scope of your request in detail:
- Project location
- Needs and goals
- Project delivery preference
- Number of meetings anticipated (How many public meetings? Will there be presentations to political groups such as a City Council?)
- Approximate size
- Anticipated program (i.e., spaces/amenities potentially part of the project)
- Estimated budget (Even if it’s a feasibility study!)
- Funding (Are you looking to pass a bond campaign? If so, when is your target date?)
- Renderings (What level of renderings are you looking for? A conceptual floor plan or an animated video? The level of design you are seeking for this phase will greatly influence the fee.)
- Important dates (Is the project required to be completed by a specific date?)