Deconstructing the Request for Proposal (RFP), Writing a Proposal Outline, and Developing a Requirements Matrix are interrelated processes and should be performed concurrently. Start by preparing a Proposal Outline (generic outline provided) and a Requirements Matrix (blank matrix provided) as separate Word documents. Then cut and paste important text from the RFP into the outline as you deconstruct the RFP. Requirements information from the RFP should be copied into the Proposal Outline and the Requirements Matrix.
Read the RFP to determine the basic requirements, evaluation criteria, any related information that will determine the structure of your proposal outline. Open a blank Word document and format an outline of the proposal. Use the generic outline shown below or a similar outline dictated by the information in the Request for Proposal
Generic Outline
Requirements Matrix
Executive Summary
- Overview of proposal
- Critical requirements and issues
- Benefits and features of solution
- Selling Points
Technical Approach
- Task/subtask structure
- RFP technical requirements
- Evaluation criteria
- Customer’s benefits and features
- Answers to major selling points
Management Plan
- RFP management requirements
- Evaluation criteria
- Customer’s benefits and features
- Answers to major selling points
Corporate Experience
- Corporate capability requirements
- Requirements for summaries of corporate experience (number required and page requirements)
Staffing Plan/Resumes
- Proposal requirements, resume formats, position descriptions, etc.
- Other personnel requirements
Price Proposal
- Any information and RFP requirements concerning price
- Information on how price will be evaluated
- Price proposal instructions from RFP
Business Proposal
- Business proposal requirements
- Certifications
- Financial statements
- Forms required
- RFP clauses that may be significant
Miscellaneous
- A catchall for pertinent RFP information that doesn’t fit anywhere else
Proposal Production and Mailing
- Page limitations
- Due date and time
- Number of copies required
- Font size requirements and printing instructions
- Mailing address
- Electronic delivery address
- Special delivery requirements
The proposal outline should have a task/subtask work breakdown structure developed in as much detail as possible at this point in the proposal development effort. See Technical Approach. INSERT LINK
