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• How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on September 5, 2024.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

• Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Table of contents

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

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Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

• Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
• Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

• The proposed title of your project
• Your supervisor’s name
• Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

• Introduce your topic
• Give necessary background and context
• Outline your  problem statement  and research questions

To guide your introduction , include information about:

• Who could have an interest in the topic (e.g., scientists, policymakers)
• How much is already known about the topic
• What is missing from this current knowledge
• What new insights your research will contribute
• Why you believe this research is worth doing

As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review  shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

• Comparing and contrasting the main theories, methods, and debates
• Examining the strengths and weaknesses of different approaches
• Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main  objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

• Improving best practices
• Informing policymaking decisions
• Strengthening a theory or model
• Challenging popular or scientific beliefs
• Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

• Cost : exactly how much money do you need?
• Justification : why is this cost necessary to complete the research?
• Source : how did you calculate the amount?

To determine your budget, think about:

• Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
• Materials : do you need access to any tools or technologies?
• Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

• Sampling methods
• Simple random sampling
• Stratified sampling
• Cluster sampling
• Likert scales
• Reproducibility

 Statistics

• Null hypothesis
• Statistical power
• Probability distribution
• Effect size
• Poisson distribution

Research bias

• Optimism bias
• Cognitive bias
• Implicit bias
• Hawthorne effect
• Anchoring bias
• Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

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RFP: How to Write a Strong Request for Proposal [Example & Template]

Published: September 02, 2024

If I was reading a post about request for proposals (RFP), I’d want to get to the point … and fast.

And that’s coming from me, a former marketing consultant of about five years with three different agencies. I used to create RFPs and submit bids, so I speak from experience when I say this isn’t always the most exciting process.

That’s OK because I have a few tips up my sleeve to make your RFP development process a little less daunting (and a little more fun, hopefully).

Table of Contents

• What's an RFP?

How to Write an RFP

Rfp template, tips for writing an rfp.

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• One-Pager RFP
• Longer In-Depth RFP
• Designed PDF RFP

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A request for proposal (RFP) is a written announcement designed to collect bids from vendors for a specific project. A good RFP clearly outlines the project details for both parties including what needs to be delivered, when, and for how much.

Since I struggle living in a world with a million acronyms, let’s clear up the difference between an RFP and RFI before we continue.

A request for information (RFI) is used by companies to get a sense of what solutions are available on the market. A request for proposal (RFP) invites vendors to submit bids so companies can make final decisions for a specific business project.

Here’s the TL;DR — If your business has a project and you need external support, and you already know what type of vendor you’re looking for, you can use an RFP to shop around.

When I worked for a small health communication firm, one of our government clients wanted us to create an educational video series for them.

I developed an RFP on their behalf to solicit proposals from video production companies since we didn’t have the capabilities to complete this work in house.

Hold on to this example — I’ll use it to walk you through the RFP writing process.

• Provide background information.
• Define your project purpose and goals.
• Outline the budget and scope of work.
• Call out any barriers or roadblocks.
• Highlight your selection criteria.
• Specify your submission process.

Download a free, editable RFP template.

You can use this template to build your initial structure, but I’d recommend tailoring your RFP to best articulate your company’s needs.

1. Introduction

Project Overview

2. Budget and Services Requested

Scope of Work

3. Barriers to Completion

4. selection criteria, 5. submission process.

Contact Information

Here are three tips from my arsenal to help you optimize your RFPs to achieve a high response rate from vendors.

How to Write an RFP for Grants – Everything You Need to Know

Can Automation Help You Ace Your RFP? I Used AI to Find Out

The Ultimate Guide to RFPs

RFIs: The Simple Guide to Writing a Request for Information

RFQ vs. RFP: What’s the Difference?

How to Win More Proposals by Interviewing Your Prospects

Why You Should Never Email a Proposal

The Right Way to Think About Your Marketing Software RFP [+Sample]

Free, Unique RFP Templates to Start Using Immediately.

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RFP: A Quick Guide to Request for Proposals (Templates Included)

Once a project is approved, it’s likely that the execution will require goods and services outside the purview of the organization managing the work. The process of soliciting bids from third-party vendors and contractors is done through a document called a request for proposal or, more commonly, an RFP.

It is through this channel that project managers collect interested parties and make a decision on who to contract with for the project. The best way to get familiar with this process is by using an RFP template, which allows you to fill in the blanks in order to produce a thorough RFP. We will provide some RFP templates you can use below, but first, let’s better understand what we’re talking about.

What is an RFP?

A request for proposal (RFP) is used to seek out vendors and contractors that can supply a company’s project with necessary products and services that fall outside of what the soliciting organization can provide internally. The RFP, then, is a document to source that work and allow vendors and contractors to bid for the work.

The RFP provides an overview of the project in order to give the bidding companies a clear description of what is needed and how they can help accomplish those goals. It will explain the process and contract terms to guide bidders. Most organizations conduct business using RFPs, and governments will almost always conduct their business this way.

After sending out multiple RFPs, you will have a selection of interested parties who can deliver the goods and services you require that will best fit your needs, both for the skills they offer and how they meet the demands of your budget .

RFPs are not only a way to simplify shopping around for vendors and contractors who meet the criteria of your project; they also detail the scope of the work and what the payment for the goods and services will be. Having this clearly laid out in the RFP helps avoid any miscommunications down the line about compensation, delivery dates and more.

What Is the Difference Between an RFP, RFI & an RFQ?

There are so many different types of request forms that it can get a bit confusing to differentiate between them. For instance, there is a request for information (RFI), which is used when a business knows what it wants from a bidder, but requires more detail. RFIs are therefore less lengthy documents because they are concerned more with clarifying information provided by a vendor or contractor.

Another business document that is often confused with an RFP is the request for a quote (RFQ). These documents are, again, less detailed and instead focus solely on how much the vendor or contractor wants for their good or service. The RFQ can also be asking for information on how the vendor or contractor will meet your requirements.

In short, RFIs and RFQs are really subsets of an RFP, which is a higher-level call for proposals to solve a business issue or project need. It is typically far more detailed and formal, with strict procurement rules, including content, timeline , etc. All three documents are often used together, in some combination, or even independently at times.

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RFP Template

Use this free RFP Template for Word to manage your projects better.

RFP in Project Management

RFPs are particularly important in the project management space as they help keep project managers organized and help them make crucial business decisions. Each RFP outlines different vendor options complete with details on pricing, steps in the process, contract terms and more.

It is through these RFPs that project managers can sift through the information to determine the best path forward on behalf of their organization. It is up to the project manager to select the RFP that best aligns with the project and its goals to choose the ideal vendor for the project.

RFP project managers are not only critical thinkers and team leaders but they are detail-oriented, patient and strategic in order to act as an advocate for their organization.

The RFP Process: How to Create an RFP

There are no set rules for creating an RFP, as they can vary from company to company, industry to industry and for-profit and not-for-profit organizations. However, they do share a common goal and usually, the RFP process will hit these pertinent points.

1. Create Project Boundaries

Prior to the pen hitting the paper, speak to the higher-ups in your organization about the constraints for the project, such as what the highest budget they’d approve is, the flexibility of the deadlines, which requirements are a must-have and so forth.

2. Identify Stakeholders

An RFP is a complicated matter that requires a deep knowledge of the project and the organization. Identify key stakeholders and select a representative group that is open to meeting with whomever you assign to oversee the process so they can use them as a soundboard.

3. Interview Stakeholders

Once you have identified the stakeholders, and while you’re in the process of figuring out who can be on call for any questions, also get them to define the project needs. Their answers will inform not only the RFP process but the entire project .

4. Write the RFP

The writing of an RFP can be helped by using an RFP template, which we’ll provide links to below. They are generally structured as follows.

• Organizational background
• Short project description
• Project requirements and objectives
• Project budget
• Milestones and deadlines
• Further info and/or questions
• Contact info and the deadline for submission

5. Create Scoring Criteria

Before you send out the RFP, review it once more, but this time rank the importance of the replies you receive from the vendors and contractors who respond. This is a good method for selecting a smaller group of qualified candidates.

6. Send Out the RFP

Naturally, the whole point of this process is to get it into the hands of prospective vendors and contractors. Therefore, you need to figure out the best place to publish your RFP so that it reaches the right people. It helps to employ consultants to guide you through this phase.

7. Review Responses

After the deadline for submissions, gather all the responses and do a quick read-through to get an idea of the proposed solutions. You can then apply the scoring system you developed earlier.

8. Research

You might get some responses offering a solution that you’re unfamiliar with. It’s important to do the research and see if these might be viable, even if they’re not on your radar. Another part of the research includes doing background work on the vendors and contractors who replied to get a better picture of who you might be contracting into work.

9. Select a Vendor or Contractor

Pick the vendor or contractor who fits your criteria; then do a background check to track their record working in previous projects. This will initiate a negotiation, as a proposal is just that. It may be accepted as-is, or it may require some back and forth. Once everyone is on the same page, sign a contract.

Request for Proposal (RFP) Template

This free RFP template allows you to define what construction contractors will need to include as part of their project proposals when bidding on your project.

We offer a variety of free construction project management templates for Excel you can use to manage all aspects of your construction project.

RFP Examples

We’ve been general in terms of RFPs, but there are in fact several different types that speak to a specific industry or stage of project development. Here are some RFP examples, but there are many others, and RFPs can vary in style depending on organization and industry.

• Marketing RFP: When a marketing agency is creating its marketing materials, whether that is a case study or a campaign, they will often employ talent through one of these.
• Branding RFP: Creating a brand for an organization requires guidelines, and the organization will have certain expectations, which are outlined in this type of RFP.
• Design RFP: This RFP targets graphic artists to develop print, web, mobile or other advertisements.
• Website RFP: When you’re building a website, you need to employ web developers and other specific talent related to web design, who will reply to this kind of RFP.
• Government RFP: Any work done for a government agency requires an RFP that will outline the specific requirements associated with that office.
• Nonprofit RFP: When working with a nonprofit organization there are different criteria than with a for-profit business, which will be detailed here.
• Finance RFP:  RFPs in finance are often formal questionnaires that investors send to financial services firms to help them choose the right financial partner.
• Construction RFP: Organizations can obtain additional details and better understand how to accomplish their goals through RFPs, ultimately helping them choose the best vendor.
• Procurement RFP: RFPs are often one of the first steps in the procurement process and aid businesses in choosing the vendor that meets their list of criteria. RFPs in procurement often follow a request for information (RFI).
• Real Estate RFP: In real estate, agents put together RFPs on behalf of their tenants to outline important points and economic terms for each deal.

More RFP Templates

RFP templates come in all shapes and sizes. The simplest are maybe only a few pages, but they can expand to dozens. There are some that have coversheets and flashy presentations, while others are barebones, just-the-facts documents.

What is right for you depends on the project and your organization or maybe just a personal preference. The following are a few sites that offer RFP templates to download. Visit them and see if there’s one that works for you.

• TemplateLAB
• CRM Landmark

RFP is a Project: Try Using Software to Manage the Process

An RFP, even with an RFP template to guide you, is nothing that can be thrown together quickly. It involves research and a thorough breakdown of the project ahead. In fact, it is a project within a project. It makes sense, then, that project management software like ProjectManager can help you as you build your RFP.

Plan your RFP with our interactive Gantt chart, which schedules all your tasks on a timeline. Set milestones on the timeline to break up your work into more manageable segments, such as the delivery of project description, goals, objectives and budget.

Our kanban boards are a visual tool that shows your workflow and helps you avoid bottlenecks by keeping resources matched with capacity. Take all the steps in the RFP process and make each a kanban card, which has space to describe it, tag it for priority and more.

Once assigned, watch as it moves from column to column indicating where in the process it is. Team members can comment at the task level if they have questions and tag other project members to bring them into the conversation as needed. Collaboration helps everyone work more productively.

Ready to make that RFP a success? Don’t take any chances, use ProjectManager, cloud-based software that helps you work more efficiently. Get the features you need to plan, monitor and report on your work better. Try the tool for free with this 30-day trial.

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• Market Research Company Blog

How to Write a Market Research Request for Proposal [+ Free Template]

by Emily Carroll

Posted at: 7/6/2022 12:30 PM

Writing a market research request for proposal (RFP) can seem like a daunting and overwhelming task.

The RFP process involves a lot of time, energy, and information gathering. This of course is all the work that comes before you've even started the massive task of reviewing the submissions and selecting a vendor.

Oftentimes it takes days if not weeks to review all the submissions as a team and find the best market research company that fits your needs. 

But that's a little down the road for you.

Right now, you are either thinking about drafting a market research RFP, have recently started a market research RFP, or you are well into constructing it and you are looking for some tips to improve it. 

Download Now: Free Market Research RFP Template

What You'll Learn in This Article

This post was designed to walk you through the market research RFP or RFQ process in greater detail.

Drive Research has broken down the core components of a market research RFP into sections. 

Each section includes narratives on items you'll want to consider adding to your RFP and more importantly, why you should add it.

To skip to a section of most interest, click the navigation links below.

• Do you need market research?
• What are your objectives?
• Do you have a preferred methodology?
• If conducting customer research, what type of information do you have?
• Are there specific geographies or markets?
• What is your timeline?
• What type of reporting do you need?
• Do you have a budget?
• Determining who is responsible for rewards.
• Allowing bidding vendors to ask questions.
• What to look for when receiving your RFP back from a research firm.

It's critical to be as descriptive as possible with your requests and expectations in your RFP. This ensures the bids you receive can be comparable (apples to apples). 

With that being said, there are some areas of the RFP where it may work to your benefit to be flexible and let the market research company decide on the best approach.

These more flexible sections are noted.

Before we start with specific components of the RFP, let's talk a little bit about market research in general.  If you're at the beginning phases of the RFP process, the first question you might have is:

"Do I need market research?" 🤷‍♂️🤷‍♀️

Do You Need Market Research?

If you are at the point where you are considering a market research RFP for your organization, you've likely already arrived at this answer. 

There are many benefits of market research .

Regardless of the type of project, market research provides managers with the knowledge, power, and confidence they need in their decision-making. 

At a very high level, market research produces fact-based and evidence-based decisions to help fuel strategy.

Market research comes in many shapes and sizes. 

Whether you are looking to conduct a brand equity study , customer satisfaction study , or an employee survey , market research will help you eliminate the risk of making the wrong decision or taking the wrong path. 

Data is power. When collected and used correctly, data can fuel operational, marketing, and strategic initiatives at your company or organization.

To learn more about your options, read Types of Market Research to Consider .

Still need convincing? Do you really, really need market research? 

The answer is most likely yes. All organizations can benefit from it. 

The ROI of market research is: 

• Bettering customer relationships
• Better understanding of consumer behavior
• Understanding the appeal of a new product or service
• Quantifying potential success

And much, much more.

Market research is purely objective and uses hundreds and thousands of data points to point your business in the right direction rather than using the opinion of 1 person or a few board members.

This video goes into detail about how market research can help businesses save money - a common objective Drive Research hears from clients.

💡 The Key Takeaway: Market research provides a host of benefits to a business.   The more data you have, the better you’ll understand your customers, employees, competitors, and more.

What Are Your Objectives?

When structuring your market research RFP, you'll want to include your objectives.

The objectives section should be the first part of your RFP and it's arguably the most critical to the success of the research. 

Be as clear and as specific as possible.

• Mention why you are requesting market research. 
• Talk about what your expectations from the market research are. 
• Discuss what you'd like as far as data and feedback to drive decision-making.

Most importantly, write about what you'd like to do with the market research results. The market research results are only as good as what is done with them.

Spend some time in your proposal for market research to discuss how you'd like the data to guide the next steps and action items. 

Provide specifics on how you'd like the data and market research analysis to help guide initiatives at your company or organization. It is all about data-driven decision-making .

An RFP with clear and well-defined objectives will retrieve responses from market research firms that are more aligned and hit on all of your major goals. 

Don't leave market research companies guessing your expectations.

It creates a lot of apples to oranges proposals because unclear objectives lead to different approaches.

It's important to tell the market research company and vendors what you are aiming for.

A few common objectives our market research firm has heard from our clients are:

• Level of customer satisfaction and individual factors driving high or low satisfaction.
• Performance of marketing or advertising campaigns.
• Customer experience with the company’s employees.
• Associations and perceptions of a brand.
• Sources of information and content used by target audiences.

💡 The Key Takeaway: Before you can write an RFP, you have to clearly state what your goals are. Having even a few clear objectives can simplify the process and avoid confusion down the road. 

Do You Want a Specific Methodology?

The choice is up to you on this. Some organizations will specify a specific methodology or methodologies they'd like the market research companies to bid on.

For example, you may be looking for one type of quantitative or qualitative approach – or a hybrid of the two, such as Wave I of focus groups followed by Wave II of an online survey .

If you leave the methodology open for discussion and bid, the market research firms are given the flexibility to think outside of the box and present you with new perspectives on how to tackle your objectives. 

Qualitative research

When you think of the qualitative method, think small-scale and detailed.

This type of research is considered exploratory–it’s all about the “why” in research. Answers in qualitative research are often found through focus groups and in-depth interviews (IDIs).

Quantitative research

This type of research is the direct opposite of qualitative research. Instead of small-scale, think large-scale and big sample sizes.

Careful measurements are the name of the game with quantitative research, instead of exploratory research. It’s all about reliable data and gathering large groups of respondents in order to get that (pristine) data.

Hybrid research

Sometimes you can have the best of both worlds.

Hybrid research simply is a mixture of qualitative and quantitative methodology. When conducting hybrid research, the qualitative portion typically comes first.

This is ideal because having key details prior to quantitative research allows for better insight.

What method you choose to conduct first is, of course, dependent on what your research goals are for your project.

Allowing flexibility in the choice of methodology produces both pros and cons for your company or organization.

• Pro: This may include a new or revolutionary way of tackling objectives you had not thought of before. 
• Con: The downside of this approach is it makes the comparison between firms much more difficult.

The advantages of stating your choice of methodology 👍

If you are open to the market research companies suggesting the best approach it could work in your favor because they may be able to present a more cost-effective , quicker, and higher quality approach. 

For example, let's say you want to conduct market research to understand the usage of your current website and how to improve it for the major website redesign overhaul occurring next year. 

Instead of asking for 6 focus groups in the RFP document, you leave the methodology up for choosing.

In this scenario, a market research firm could send in a response that suggests conducting 40 1-on-1 user experience (UX) interviews utilizing screen share technology. 

This approach would save you $10,000, get you results 3 weeks faster, and the results would incur no group bias . 

The UX interviews is a methodology you didn't even know was a possibility because your team had tunnel vision on traditional focus groups .

The disadvantages of stating your choice of methodology 👎

Allowing the market research firm to choose the best methodology for your project may result in your bids looking something like this:

• Firm A presents Wave I of 8 focus groups and Wave II of 800 online survey completes.
• Firm B presents Wave I of 25 in-depth interviews and a Wave II of 400 phone survey completes.
• Firm C presents one wave of 1,500 online survey completes.

Can you see how difficult it would be to compare these proposals?

As shown from the 3 scopes above, making an apples-to-apples comparison on price and timeline would prove difficult because the scope differs so much.

💡 The Key Takeaway: It’s important to weigh the pros and cons of being flexible in choosing your market research methodology. Consulting your third-party team and going back through your key objectives can help narrow down the choice. 

Recommended Reading: Conducting Market Research? How to Choose the Best Methodology

For Customer Research, What Type of Information Do You Have?

If your company or organization has a strong CRM or customer database it will help save the market research company time and money to target, invite, and qualify participants for the study or studies.

In this part of the request for a quote, you'll want to talk about your CRM or customer database. 

• What type(s) of data and information do you have on hand?
• What type(s) of data don't you have? 

This makes a difference in the scope and bidding for the market research company.

The difference in price 💰

For example, the answer to these questions can make a difference between a 20-question survey and a 40-question survey. 

In this case, doubling the number of questions will likely result in a much higher cost. 

If your CRM tool has a significant amount of customer data such as age, ZIP code, and income, this will save the market research company from having to ask these questions in the survey . 

As a result, they can structure the cost of the project to be more budget-friendly.

The difference in approach 📈

If your company or organization can tie telephone numbers or addresses to the participants, this will help the market research firm understand if email surveys , phone surveys , or mail surveys are an option. 

It will also help the market research know if reminder phone calls to those who do not respond to the email survey is an option or not.

The difference in quotas ♂️ ♀️

From a segmentation perspective, it will help the market research company develop quotas and audiences for targeting. 

Let's say your focus groups want to pinpoint those aged 25 to 34 with children in their households.

If you have this data on-hand it will make targeting and recruiting much easier for the market research company than if they had to call or email your entire customer list to screen.

• Examples like these create a more accurate proposal. ☑️
• Examples like these are why you should at least touch on the breadth and depth of your database. ☑️

If the market research company understands these nuisances it will help them more accurately and efficiently bid on your market research RFP.

This is why you should think about listing the fields of data you have available in-house.

💡 The Key Takeaway: Never underestimate the power of a customer database and reference that in your request for proposal process. Getting their information can alter the money you spend, the approach you take, and targeting practices. 

Recommended Reading: Ultimate Guide to Conducting Customer Satisfaction Surveys

Do You Have Relevant Target Markets?

Understanding where you want to conduct market research is another key touchpoint for your RFQ. 

A couple of questions you’ll want to answer in your request would be:

• If you are a national company with customers that span across the country, are there specific markets you want to research? Why? 
• Do these markets match the demographics of your customers or are you looking for a market research consultant to choose locations for the market research?

This is largely true with qualitative market research such as focus groups or in-person in-depth interviews (IDIs).

These types of studies incur large travel expenses and can add considerable length to the project timeline.

Another example of this would be feasibility studies .

If you are looking to test the feasibility of a new product or service , perhaps the market research firm should suggest some of the top test market cities in the United States for you. 

Why test markets are useful.

These test market suggestions could prove useful to your market research for a number of reasons.

Test markets are typically isolated, offer affordable media, and the demographics resemble national averages.

The location will play a major role in the scope and cost of the market research . 

Clearly defining where you want the market research targeted or held will help you receive comparable bids. If you leave this variable open, it could present a wide range of options and costs.

💡 The Key Takeaway: Knowing the areas you want to target during your research is essential information in the RFP process. Understanding the key areas you need to target can help determine which research to use. 

Do You Have a Specific or Aggressive Timeframe?

Timing is everything. In your market research request for proposal, you'll want to clarify when you need the market research completed. 

• Does the fieldwork have to be completed by a certain date? 
• Do the analysis and the draft report need to be received by a certain date? 
• Does the market research firm need to be on-site to present the findings on a specific date and time when your board is in town?

All of this information will be necessary to include in the RFP.

The timeline will dictate the scope and methodologies chosen⏰ 

Ideally, the more data the better. However, if the market research study needs to be fielded and concluded in two months, perhaps the intended 80 in-person IDIs will need to be limited to 40 IDIs.

Having a handle on these timelines assists the market research firm in planning.

If you are planning on the test product launching in 3-months, provide an expected date in the RFP so the market research firm can work its way backward.

Dates and deadlines for the market research are critical pieces for the RFP. Not only for the RFP submission and acceptance process but also for the study once fielded.

Dates add clarity and set expectations.

💡 The Key Takeaway: Having a project timeframe is crucial for success. This will help set the stage for additional deadlines and other important research factors.

Just how long does market research take? We answer that here.

What Type of Reporting Do You Need?

The type of analysis and reporting can have a major impact on cost . Without direction or structure, you may get several different levels of analysis in your RFP responses.

Some market research firms may produce a high-level summary document and that's it. 

Other market research firms, like Drive Research, may provide you with options such as: 

• An executive summary
• Recommendations
• Infographics
• Customer personas
• Hundreds of pages of banner runs
• A full Excel CSV file

One will charge you a few hundred dollars and the other will charge you thousands of dollars.

In the case of Drive Research, we offer various reporting packages to help fit into any budget. Most fall under either a topline or comprehensive market research report .

If you specify what you are looking for in the analysis and reporting it helps the market research company structure and plan for a report. 

If you are looking for conjoint analysis, a Van Westendorp pricing model , TURF analysis, or regression , it will require some additional time and cost.

💡 The Key Takeaway: Spend time considering reporting resources for your RFP. Prices may vary greatly depending on your goals, and it’s important to understand the full range of what you need before heading into the project. 

Sample Infographic in a Market Research Report by Drive Research

Do You Have a Budget or Budget Range?

This is an absolutely crucial piece of the request for proposal process.

The market research scope is often dictated by a budget. Market research companies want to present your company or organization with as much data as possible within your budget.

It's also understandably difficult for you to formulate because of the unknown. This is particularly true if you have never worked with a market research company before and are unsure of costs.

Defining some of the other categories we've listed in this article should help point you in the right direction of whether you are looking at an $8,000 project or $80,000 project.

The budget will dictate all recommendations and responses in a market research RFP. 

It will guide methodology, timeline, geographies, analysis, and reporting. No one fact or figure in your RFP process will have more of an impact. 

This is why it is critical to at least make an estimation or offer a range of your budget. Ask yourself or your team, what do you expect to spend?

As difficult as it sounds to list a budget or price range for your market research, it can prove crucial. 

💡 The Key Takeaway: Budget cannot be emphasized enough when it comes to your market research request for proposal. Having a clear understanding of what your project will cost allows you to plan accordingly. 

Recommended Reading: Should I Share My Project Budget with a Market Research Company?

Who Is Responsible for Rewards or Incentives for Participation?

One item in the RFP process that is often forgotten about but can have a large impact on cost is incentives or rewards.

Trust us, there are many reasons why you should offer a reward for your market research . 

Do you have an idea of the rewards you want to pay for participation? 

We suggest including some language on this because companies or organizations often have stipulations on what can or cannot be offered for participation.

Other companies have a stock and inventory of gifts and corporate items that can be given out as a thank you for participation.

If you have these types of rewards or an idea of what you'd like to offer participants, it will help to clarify this in the budget. 

If you plan on fulfilling these in-house it could save the market research from overbidding on this in their RFP response by a few thousand dollars.

💡 The Key Takeaway: Don’t be afraid of offering rewards for participants–in fact, it can save you money. One reason being it may prevent overbidding if you offer rewards in-house. 

Recommended Reading: Higher Rewards Can Lead to Lower Market Research Costs. Here's Why.

Will You Allow Bidding Vendors to Ask Questions?

Depending on your timeframe to accept bids, review bids, and make a decision, your company or organization will have to determine whether or not you are willing to have an open question and answer period.

Typically how the question and answer period works is you give vendors the opportunity to submit questions to you. 

Here you will make it clear, no questions can be accepted after X date 🙅‍♂️

Then you give your company or organization a few days to review questions and write answers. 

These answers are then posted to a public website for all vendors to review regardless of whether they have submitted a question or not.

Those who submitted questions are not singled out or labeled. The question and answer page is a section with generic questions with generic answers labeled 1 through 45 (or however many questions are received).

You'll likely receive several of the same or similar questions.  In these situations, for the answer, you can write "refer to the answer on Q5".

💡 The Key Takeaway: Consider the factors that go into an open question and answer period with vendors. This involves setting a strict deadline, then taking time to answer questions. 

What to Look For When Receiving RFPs Back From a Research Firm. 

Now that you have a clearer picture of how to write a market research RFP, quote, or estimate, it is time to set expectations for what types of responses you will receive.

As a market research company, we know a thing or two about what to look for after you’ve requested the type of information included in this article.

Briefly consider these 4 factors before choosing your market research company.

1. Responsiveness 💨

We all know about those form fills or inquiries that go into the great abyss. In fact, we have sent many of these ourselves to unresponsive clients. 

We have an immediate need, we reach out through a website form fill, and? Nothing. Silence.

Has this happened to you?

When you send your RFP to a market research company, test the responsiveness.

An organization that gets back to you within a few hours, or within 24 hours is likely a company that has it together and one you probably want to consider working with.

If you are waiting 6 days for a response it is probably telling you a larger story. Just think about this...

That company will never offer better customer service or work harder for you than when they are trying to win your business.

Once they have it won, it's likely to go downhill.

2. Excitement and Interest 😃

There is a difference between a market research vendor who takes on new clients to simply execute a process versus one who is actually interested and passionate about the work they are likely to perform.

Our team loves what we do. There are market research companies out there that exist who simply enjoy the process. Things like writing surveys, programming surveys , analyzing data, etc.

Passion often translates to higher quality work.

Be on the lookout for this in your communications via email, telephone, and in-person.  Are they interested in you? Or are they just interested in making a quick buck?

3. Background and Experience 🧠

While it is important the RFP focuses on your company’s needs and specifications, it is also helpful to inquire about the background and expertise of these firms. 

If you are deciding between several different research companies, ask follow-up questions about their history, staff experience, and case studies for your vertical. 

For example, if you work in retail, find a market research company that has direct or correlated experience in retail .

If you work in higher education, find a market research company that has worked in the educational space .

The benefit of finding a company with relevant experience is two-fold:

• First, they are more likely to understand the nuisances of your industry.
• Second, they are able to make anecdotal comparisons and pull insights from other similar projects.

All in all, it creates a more comprehensive outcome for your market research.

4. Cost Options 💵

As discussed earlier, it will be helpful to provide market research companies with your estimated budget – however, we know this is not always possible. 

If you are unable or uncomfortable with sharing your budget for research, the consultant should be happy to offer varying levels or pricing options.

For example, 400 survey responses are optimal. It offers an industry-standard +/- 5% margin of error . At the same time, 400 responses are more expensive than 200. 

If the budget is tight, the market research company should be willing to be flexible to offer options for 200, 300, and 400 responses.

💡 The Key Takeaway: The main elements to consider when receiving your RFP responses are the following: responsiveness, interest, experience, and cost. These are all essential elements that go into picking the right partner. 

Final Thoughts

The end goal with any market research request for proposal is to ensure you have a clearly defined process to acquire high-quality and credible market research company bids. 

The market research proposal process should also help you create a decision matrix that will assist you and your team in your choice. 

For a summary, here are the core components and topics to address in your market research RFP.

This is the checklist you can take back to your company's or organization's team to guide you in writing your RFP in market research:

• Main Objectives
• Secondary Objectives
• Methodology
• Database or CRM Information Available
• Geographies or Markets to Target
• Timeline for the Market Research
• Levels of Analysis and Reporting Needed
• Budget or Budget Range
• Rewards and Incentives
• Question and Answer Deadline
• Question and Answer Responses Posted by Date
• Number of Vendors Chosen for Follow-up and Dates
• Final Decision with 1 Vendor Date

Contact Drive Research for a Market Research RFP or Quote

Drive Research is a full-service market research company . Our clients span across the United States, as we work in a variety of industries and sectors.

Would you like Drive Research to bid on your RFP or RFQ? Contact us through any of the four ways below:

• Message us on our website
• Email us at  [email protected]
• Call us at  888-725-DATA
• Text us at 315-303-2040

Emily Carroll

A SUNY Cortland graduate, Emily has taken her passion for social and content marketing to Drive Research as the Marketing Manager. She has earned certificates for both Google Analytics and Google AdWords.

Learn more about Emily, here .

Categories: Market Research Services Category

Need help with your project? Get in touch with Drive Research.

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Maximize RFP Response Efficiency with Our Local and Secure Generative Response AI -based Solely on Your Data. Learn More .

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What is an RFP (Request for Proposal)? An In-Depth Guide

• January 16, 2024

Inside this Article:

Definition of rfp, historical context, when and why businesses use rfps, standardizing procurement processes, ensuring competitive pricing, facilitating transparent selection, encouraging vendor accountability, fostering long-term relationships, key components of an rfp, open vs. closed rfps, public vs. private rfps, product vs. service rfps, single-step vs. multi-step rfps, the rfp process, 1. what is the primary purpose of an rfp, 2. how does an rfp differ from an rfq (request for quote), 3. what are the key components that should be included in an rfp, 4. what are the common mistakes to avoid when issuing an rfp, 5. can small businesses benefit from using rfps, definition and basics, importance of rfps.

• Project Overview: A brief description of the project and its objectives.
• Scope of Work: Detailed description of the tasks, milestones, and deliverables.
• Timeline: Project phases and deadlines.
• Budget: Financial constraints or budget range for the project.
• Qualification Criteria: Requirements that vendors must meet to be considered.
• Submission Guidelines: How and when to submit proposals.
• Evaluation Criteria: Metrics used to evaluate proposals.

Types of RFPs

Frequently asked questions .

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Here are the top healthcare organizations issuing rfps, generative ai: fomo or fud part 2.

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Home » How To Write A Proposal – Step By Step Guide [With Template]

How To Write A Proposal – Step By Step Guide [With Template]

Table of Contents

How To Write A Proposal

Writing a Proposal involves several key steps to effectively communicate your ideas and intentions to a target audience. Here’s a detailed breakdown of each step:

Identify the Purpose and Audience

• Clearly define the purpose of your proposal: What problem are you addressing, what solution are you proposing, or what goal are you aiming to achieve?
• Identify your target audience: Who will be reading your proposal? Consider their background, interests, and any specific requirements they may have.

Conduct Research

• Gather relevant information: Conduct thorough research to support your proposal. This may involve studying existing literature, analyzing data, or conducting surveys/interviews to gather necessary facts and evidence.
• Understand the context: Familiarize yourself with the current situation or problem you’re addressing. Identify any relevant trends, challenges, or opportunities that may impact your proposal.

Develop an Outline

• Create a clear and logical structure: Divide your proposal into sections or headings that will guide your readers through the content.
• Introduction: Provide a concise overview of the problem, its significance, and the proposed solution.
• Background/Context: Offer relevant background information and context to help the readers understand the situation.
• Objectives/Goals: Clearly state the objectives or goals of your proposal.
• Methodology/Approach: Describe the approach or methodology you will use to address the problem.
• Timeline/Schedule: Present a detailed timeline or schedule outlining the key milestones or activities.
• Budget/Resources: Specify the financial and other resources required to implement your proposal.
• Evaluation/Success Metrics: Explain how you will measure the success or effectiveness of your proposal.
• Conclusion: Summarize the main points and restate the benefits of your proposal.

Write the Proposal

• Grab attention: Start with a compelling opening statement or a brief story that hooks the reader.
• Clearly state the problem: Clearly define the problem or issue you are addressing and explain its significance.
• Present your proposal: Introduce your proposed solution, project, or idea and explain why it is the best approach.
• State the objectives/goals: Clearly articulate the specific objectives or goals your proposal aims to achieve.
• Provide supporting information: Present evidence, data, or examples to support your claims and justify your proposal.
• Explain the methodology: Describe in detail the approach, methods, or strategies you will use to implement your proposal.
• Address potential concerns: Anticipate and address any potential objections or challenges the readers may have and provide counterarguments or mitigation strategies.
• Recap the main points: Summarize the key points you’ve discussed in the proposal.
• Reinforce the benefits: Emphasize the positive outcomes, benefits, or impact your proposal will have.
• Call to action: Clearly state what action you want the readers to take, such as approving the proposal, providing funding, or collaborating with you.

Review and Revise

• Proofread for clarity and coherence: Check for grammar, spelling, and punctuation errors.
• Ensure a logical flow: Read through your proposal to ensure the ideas are presented in a logical order and are easy to follow.
• Revise and refine: Fine-tune your proposal to make it concise, persuasive, and compelling.

Add Supplementary Materials

• Attach relevant documents: Include any supporting materials that strengthen your proposal, such as research findings, charts, graphs, or testimonials.
• Appendices: Add any additional information that might be useful but not essential to the main body of the proposal.

Formatting and Presentation

• Follow the guidelines: Adhere to any specific formatting guidelines provided by the organization or institution to which you are submitting the proposal.
• Use a professional tone and language: Ensure that your proposal is written in a clear, concise, and professional manner.
• Use headings and subheadings: Organize your proposal with clear headings and subheadings to improve readability.
• Pay attention to design: Use appropriate fonts, font sizes, and formatting styles to make your proposal visually appealing.
• Include a cover page: Create a cover page that includes the title of your proposal, your name or organization, the date, and any other required information.

Seek Feedback

• Share your proposal with trusted colleagues or mentors and ask for their feedback. Consider their suggestions for improvement and incorporate them into your proposal if necessary.

Finalize and Submit

• Make any final revisions based on the feedback received.
• Ensure that all required sections, attachments, and documentation are included.
• Double-check for any formatting, grammar, or spelling errors.
• Submit your proposal within the designated deadline and according to the submission guidelines provided.

Proposal Format

The format of a proposal can vary depending on the specific requirements of the organization or institution you are submitting it to. However, here is a general proposal format that you can follow:

1. Title Page:

• Include the title of your proposal, your name or organization’s name, the date, and any other relevant information specified by the guidelines.

2. Executive Summary:

•  Provide a concise overview of your proposal, highlighting the key points and objectives.
• Summarize the problem, proposed solution, and anticipated benefits.
• Keep it brief and engaging, as this section is often read first and should capture the reader’s attention.

3. Introduction:

• State the problem or issue you are addressing and its significance.
• Provide background information to help the reader understand the context and importance of the problem.
• Clearly state the purpose and objectives of your proposal.

4. Problem Statement:

• Describe the problem in detail, highlighting its impact and consequences.
• Use data, statistics, or examples to support your claims and demonstrate the need for a solution.

5. Proposed Solution or Project Description:

• Explain your proposed solution or project in a clear and detailed manner.
• Describe how your solution addresses the problem and why it is the most effective approach.
• Include information on the methods, strategies, or activities you will undertake to implement your solution.
• Highlight any unique features, innovations, or advantages of your proposal.

6. Methodology:

• Provide a step-by-step explanation of the methodology or approach you will use to implement your proposal.
• Include a timeline or schedule that outlines the key milestones, tasks, and deliverables.
• Clearly describe the resources, personnel, or expertise required for each phase of the project.

7. Evaluation and Success Metrics:

• Explain how you will measure the success or effectiveness of your proposal.
• Identify specific metrics, indicators, or evaluation methods that will be used.
• Describe how you will track progress, gather feedback, and make adjustments as needed.
• Present a detailed budget that outlines the financial resources required for your proposal.
• Include all relevant costs, such as personnel, materials, equipment, and any other expenses.
• Provide a justification for each item in the budget.

9. Conclusion:

•  Summarize the main points of your proposal.
•  Reiterate the benefits and positive outcomes of implementing your proposal.
• Emphasize the value and impact it will have on the organization or community.

10. Appendices:

• Include any additional supporting materials, such as research findings, charts, graphs, or testimonials.
•  Attach any relevant documents that provide further information but are not essential to the main body of the proposal.

Proposal Template

Here’s a basic proposal template that you can use as a starting point for creating your own proposal:

Dear [Recipient’s Name],

I am writing to submit a proposal for [briefly state the purpose of the proposal and its significance]. This proposal outlines a comprehensive solution to address [describe the problem or issue] and presents an actionable plan to achieve the desired objectives.

Thank you for considering this proposal. I believe that implementing this solution will significantly contribute to [organization’s or community’s goals]. I am available to discuss the proposal in more detail at your convenience. Please feel free to contact me at [your email address or phone number].

Yours sincerely,

Note: This template is a starting point and should be customized to meet the specific requirements and guidelines provided by the organization or institution to which you are submitting the proposal.

Proposal Sample

Here’s a sample proposal to give you an idea of how it could be structured and written:

Subject : Proposal for Implementation of Environmental Education Program

I am pleased to submit this proposal for your consideration, outlining a comprehensive plan for the implementation of an Environmental Education Program. This program aims to address the critical need for environmental awareness and education among the community, with the objective of fostering a sense of responsibility and sustainability.

Executive Summary: Our proposed Environmental Education Program is designed to provide engaging and interactive educational opportunities for individuals of all ages. By combining classroom learning, hands-on activities, and community engagement, we aim to create a long-lasting impact on environmental conservation practices and attitudes.

Introduction: The state of our environment is facing significant challenges, including climate change, habitat loss, and pollution. It is essential to equip individuals with the knowledge and skills to understand these issues and take action. This proposal seeks to bridge the gap in environmental education and inspire a sense of environmental stewardship among the community.

Problem Statement: The lack of environmental education programs has resulted in limited awareness and understanding of environmental issues. As a result, individuals are less likely to adopt sustainable practices or actively contribute to conservation efforts. Our program aims to address this gap and empower individuals to become environmentally conscious and responsible citizens.

Proposed Solution or Project Description: Our Environmental Education Program will comprise a range of activities, including workshops, field trips, and community initiatives. We will collaborate with local schools, community centers, and environmental organizations to ensure broad participation and maximum impact. By incorporating interactive learning experiences, such as nature walks, recycling drives, and eco-craft sessions, we aim to make environmental education engaging and enjoyable.

Methodology: Our program will be structured into modules that cover key environmental themes, such as biodiversity, climate change, waste management, and sustainable living. Each module will include a mix of classroom sessions, hands-on activities, and practical field experiences. We will also leverage technology, such as educational apps and online resources, to enhance learning outcomes.

Evaluation and Success Metrics: We will employ a combination of quantitative and qualitative measures to evaluate the effectiveness of the program. Pre- and post-assessments will gauge knowledge gain, while surveys and feedback forms will assess participant satisfaction and behavior change. We will also track the number of community engagement activities and the adoption of sustainable practices as indicators of success.

Budget: Please find attached a detailed budget breakdown for the implementation of the Environmental Education Program. The budget covers personnel costs, materials and supplies, transportation, and outreach expenses. We have ensured cost-effectiveness while maintaining the quality and impact of the program.

Conclusion: By implementing this Environmental Education Program, we have the opportunity to make a significant difference in our community’s environmental consciousness and practices. We are confident that this program will foster a generation of individuals who are passionate about protecting our environment and taking sustainable actions. We look forward to discussing the proposal further and working together to make a positive impact.

Thank you for your time and consideration. Should you have any questions or require additional information, please do not hesitate to contact me at [your email address or phone number].

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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The goal of a research proposal is twofold: to present and justify the need to study a research problem and to present the practical ways in which the proposed study should be conducted. The design elements and procedures for conducting research are governed by standards of the predominant discipline in which the problem resides, therefore, the guidelines for research proposals are more exacting and less formal than a general project proposal. Research proposals contain extensive literature reviews. They must provide persuasive evidence that a need exists for the proposed study. In addition to providing a rationale, a proposal describes detailed methodology for conducting the research consistent with requirements of the professional or academic field and a statement on anticipated outcomes and benefits derived from the study's completion.

Krathwohl, David R. How to Prepare a Dissertation Proposal: Suggestions for Students in Education and the Social and Behavioral Sciences . Syracuse, NY: Syracuse University Press, 2005.

How to Approach Writing a Research Proposal

Your professor may assign the task of writing a research proposal for the following reasons:

• Develop your skills in thinking about and designing a comprehensive research study;
• Learn how to conduct a comprehensive review of the literature to determine that the research problem has not been adequately addressed or has been answered ineffectively and, in so doing, become better at locating pertinent scholarship related to your topic;
• Improve your general research and writing skills;
• Practice identifying the logical steps that must be taken to accomplish one's research goals;
• Critically review, examine, and consider the use of different methods for gathering and analyzing data related to the research problem; and,
• Nurture a sense of inquisitiveness within yourself and to help see yourself as an active participant in the process of conducting scholarly research.

A proposal should contain all the key elements involved in designing a completed research study, with sufficient information that allows readers to assess the validity and usefulness of your proposed study. The only elements missing from a research proposal are the findings of the study and your analysis of those findings. Finally, an effective proposal is judged on the quality of your writing and, therefore, it is important that your proposal is coherent, clear, and compelling.

Regardless of the research problem you are investigating and the methodology you choose, all research proposals must address the following questions:

• What do you plan to accomplish? Be clear and succinct in defining the research problem and what it is you are proposing to investigate.
• Why do you want to do the research? In addition to detailing your research design, you also must conduct a thorough review of the literature and provide convincing evidence that it is a topic worthy of in-depth study. A successful research proposal must answer the "So What?" question.
• How are you going to conduct the research? Be sure that what you propose is doable. If you're having difficulty formulating a research problem to propose investigating, go here for strategies in developing a problem to study.

Common Mistakes to Avoid

• Failure to be concise . A research proposal must be focused and not be "all over the map" or diverge into unrelated tangents without a clear sense of purpose.
• Failure to cite landmark works in your literature review . Proposals should be grounded in foundational research that lays a foundation for understanding the development and scope of the the topic and its relevance.
• Failure to delimit the contextual scope of your research [e.g., time, place, people, etc.]. As with any research paper, your proposed study must inform the reader how and in what ways the study will frame the problem.
• Failure to develop a coherent and persuasive argument for the proposed research . This is critical. In many workplace settings, the research proposal is a formal document intended to argue for why a study should be funded.
• Sloppy or imprecise writing, or poor grammar . Although a research proposal does not represent a completed research study, there is still an expectation that it is well-written and follows the style and rules of good academic writing.
• Too much detail on minor issues, but not enough detail on major issues . Your proposal should focus on only a few key research questions in order to support the argument that the research needs to be conducted. Minor issues, even if valid, can be mentioned but they should not dominate the overall narrative.

Procter, Margaret. The Academic Proposal.  The Lab Report. University College Writing Centre. University of Toronto; Sanford, Keith. Information for Students: Writing a Research Proposal. Baylor University; Wong, Paul T. P. How to Write a Research Proposal. International Network on Personal Meaning. Trinity Western University; Writing Academic Proposals: Conferences, Articles, and Books. The Writing Lab and The OWL. Purdue University; Writing a Research Proposal. University Library. University of Illinois at Urbana-Champaign.

Structure and Writing Style

Beginning the Proposal Process

As with writing most college-level academic papers, research proposals are generally organized the same way throughout most social science disciplines. The text of proposals generally vary in length between ten and thirty-five pages, followed by the list of references. However, before you begin, read the assignment carefully and, if anything seems unclear, ask your professor whether there are any specific requirements for organizing and writing the proposal.

A good place to begin is to ask yourself a series of questions:

• What do I want to study?
• Why is the topic important?
• How is it significant within the subject areas covered in my class?
• What problems will it help solve?
• How does it build upon [and hopefully go beyond] research already conducted on the topic?
• What exactly should I plan to do, and can I get it done in the time available?

In general, a compelling research proposal should document your knowledge of the topic and demonstrate your enthusiasm for conducting the study. Approach it with the intention of leaving your readers feeling like, "Wow, that's an exciting idea and I can’t wait to see how it turns out!"

Most proposals should include the following sections:

I.  Introduction

In the real world of higher education, a research proposal is most often written by scholars seeking grant funding for a research project or it's the first step in getting approval to write a doctoral dissertation. Even if this is just a course assignment, treat your introduction as the initial pitch of an idea based on a thorough examination of the significance of a research problem. After reading the introduction, your readers should not only have an understanding of what you want to do, but they should also be able to gain a sense of your passion for the topic and to be excited about the study's possible outcomes. Note that most proposals do not include an abstract [summary] before the introduction.

Think about your introduction as a narrative written in two to four paragraphs that succinctly answers the following four questions :

• What is the central research problem?
• What is the topic of study related to that research problem?
• What methods should be used to analyze the research problem?
• Answer the "So What?" question by explaining why this is important research, what is its significance, and why should someone reading the proposal care about the outcomes of the proposed study?

II.  Background and Significance

This is where you explain the scope and context of your proposal and describe in detail why it's important. It can be melded into your introduction or you can create a separate section to help with the organization and narrative flow of your proposal. Approach writing this section with the thought that you can’t assume your readers will know as much about the research problem as you do. Note that this section is not an essay going over everything you have learned about the topic; instead, you must choose what is most relevant in explaining the aims of your research.

To that end, while there are no prescribed rules for establishing the significance of your proposed study, you should attempt to address some or all of the following:

• State the research problem and give a more detailed explanation about the purpose of the study than what you stated in the introduction. This is particularly important if the problem is complex or multifaceted .
• Present the rationale of your proposed study and clearly indicate why it is worth doing; be sure to answer the "So What? question [i.e., why should anyone care?].
• Describe the major issues or problems examined by your research. This can be in the form of questions to be addressed. Be sure to note how your proposed study builds on previous assumptions about the research problem.
• Explain the methods you plan to use for conducting your research. Clearly identify the key sources you intend to use and explain how they will contribute to your analysis of the topic.
• Describe the boundaries of your proposed research in order to provide a clear focus. Where appropriate, state not only what you plan to study, but what aspects of the research problem will be excluded from the study.
• If necessary, provide definitions of key concepts, theories, or terms.

III.  Literature Review

Connected to the background and significance of your study is a section of your proposal devoted to a more deliberate review and synthesis of prior studies related to the research problem under investigation . The purpose here is to place your project within the larger whole of what is currently being explored, while at the same time, demonstrating to your readers that your work is original and innovative. Think about what questions other researchers have asked, what methodological approaches they have used, and what is your understanding of their findings and, when stated, their recommendations. Also pay attention to any suggestions for further research.

Since a literature review is information dense, it is crucial that this section is intelligently structured to enable a reader to grasp the key arguments underpinning your proposed study in relation to the arguments put forth by other researchers. A good strategy is to break the literature into "conceptual categories" [themes] rather than systematically or chronologically describing groups of materials one at a time. Note that conceptual categories generally reveal themselves after you have read most of the pertinent literature on your topic so adding new categories is an on-going process of discovery as you review more studies. How do you know you've covered the key conceptual categories underlying the research literature? Generally, you can have confidence that all of the significant conceptual categories have been identified if you start to see repetition in the conclusions or recommendations that are being made.

NOTE: Do not shy away from challenging the conclusions made in prior research as a basis for supporting the need for your proposal. Assess what you believe is missing and state how previous research has failed to adequately examine the issue that your study addresses. Highlighting the problematic conclusions strengthens your proposal. For more information on writing literature reviews, GO HERE .

To help frame your proposal's review of prior research, consider the "five C’s" of writing a literature review:

• Cite , so as to keep the primary focus on the literature pertinent to your research problem.
• Compare the various arguments, theories, methodologies, and findings expressed in the literature: what do the authors agree on? Who applies similar approaches to analyzing the research problem?
• Contrast the various arguments, themes, methodologies, approaches, and controversies expressed in the literature: describe what are the major areas of disagreement, controversy, or debate among scholars?
• Critique the literature: Which arguments are more persuasive, and why? Which approaches, findings, and methodologies seem most reliable, valid, or appropriate, and why? Pay attention to the verbs you use to describe what an author says/does [e.g., asserts, demonstrates, argues, etc.].
• Connect the literature to your own area of research and investigation: how does your own work draw upon, depart from, synthesize, or add a new perspective to what has been said in the literature?

IV.  Research Design and Methods

This section must be well-written and logically organized because you are not actually doing the research, yet, your reader must have confidence that you have a plan worth pursuing . The reader will never have a study outcome from which to evaluate whether your methodological choices were the correct ones. Thus, the objective here is to convince the reader that your overall research design and proposed methods of analysis will correctly address the problem and that the methods will provide the means to effectively interpret the potential results. Your design and methods should be unmistakably tied to the specific aims of your study.

Describe the overall research design by building upon and drawing examples from your review of the literature. Consider not only methods that other researchers have used, but methods of data gathering that have not been used but perhaps could be. Be specific about the methodological approaches you plan to undertake to obtain information, the techniques you would use to analyze the data, and the tests of external validity to which you commit yourself [i.e., the trustworthiness by which you can generalize from your study to other people, places, events, and/or periods of time].

When describing the methods you will use, be sure to cover the following:

• Specify the research process you will undertake and the way you will interpret the results obtained in relation to the research problem. Don't just describe what you intend to achieve from applying the methods you choose, but state how you will spend your time while applying these methods [e.g., coding text from interviews to find statements about the need to change school curriculum; running a regression to determine if there is a relationship between campaign advertising on social media sites and election outcomes in Europe ].
• Keep in mind that the methodology is not just a list of tasks; it is a deliberate argument as to why techniques for gathering information add up to the best way to investigate the research problem. This is an important point because the mere listing of tasks to be performed does not demonstrate that, collectively, they effectively address the research problem. Be sure you clearly explain this.
• Anticipate and acknowledge any potential barriers and pitfalls in carrying out your research design and explain how you plan to address them. No method applied to research in the social and behavioral sciences is perfect, so you need to describe where you believe challenges may exist in obtaining data or accessing information. It's always better to acknowledge this than to have it brought up by your professor!

V.  Preliminary Suppositions and Implications

Just because you don't have to actually conduct the study and analyze the results, doesn't mean you can skip talking about the analytical process and potential implications . The purpose of this section is to argue how and in what ways you believe your research will refine, revise, or extend existing knowledge in the subject area under investigation. Depending on the aims and objectives of your study, describe how the anticipated results will impact future scholarly research, theory, practice, forms of interventions, or policy making. Note that such discussions may have either substantive [a potential new policy], theoretical [a potential new understanding], or methodological [a potential new way of analyzing] significance.   When thinking about the potential implications of your study, ask the following questions:

• What might the results mean in regards to challenging the theoretical framework and underlying assumptions that support the study?
• What suggestions for subsequent research could arise from the potential outcomes of the study?
• What will the results mean to practitioners in the natural settings of their workplace, organization, or community?
• Will the results influence programs, methods, and/or forms of intervention?
• How might the results contribute to the solution of social, economic, or other types of problems?
• Will the results influence policy decisions?
• In what way do individuals or groups benefit should your study be pursued?
• What will be improved or changed as a result of the proposed research?
• How will the results of the study be implemented and what innovations or transformative insights could emerge from the process of implementation?

NOTE:   This section should not delve into idle speculation, opinion, or be formulated on the basis of unclear evidence . The purpose is to reflect upon gaps or understudied areas of the current literature and describe how your proposed research contributes to a new understanding of the research problem should the study be implemented as designed.

ANOTHER NOTE : This section is also where you describe any potential limitations to your proposed study. While it is impossible to highlight all potential limitations because the study has yet to be conducted, you still must tell the reader where and in what form impediments may arise and how you plan to address them.

VI.  Conclusion

The conclusion reiterates the importance or significance of your proposal and provides a brief summary of the entire study . This section should be only one or two paragraphs long, emphasizing why the research problem is worth investigating, why your research study is unique, and how it should advance existing knowledge.

Someone reading this section should come away with an understanding of:

• Why the study should be done;
• The specific purpose of the study and the research questions it attempts to answer;
• The decision for why the research design and methods used where chosen over other options;
• The potential implications emerging from your proposed study of the research problem; and
• A sense of how your study fits within the broader scholarship about the research problem.

VII.  Citations

As with any scholarly research paper, you must cite the sources you used . In a standard research proposal, this section can take two forms, so consult with your professor about which one is preferred.

• References -- a list of only the sources you actually used in creating your proposal.
• Bibliography -- a list of everything you used in creating your proposal, along with additional citations to any key sources relevant to understanding the research problem.

In either case, this section should testify to the fact that you did enough preparatory work to ensure the project will complement and not just duplicate the efforts of other researchers. It demonstrates to the reader that you have a thorough understanding of prior research on the topic.

Most proposal formats have you start a new page and use the heading "References" or "Bibliography" centered at the top of the page. Cited works should always use a standard format that follows the writing style advised by the discipline of your course [e.g., education=APA; history=Chicago] or that is preferred by your professor. This section normally does not count towards the total page length of your research proposal.

Develop a Research Proposal: Writing the Proposal. Office of Library Information Services. Baltimore County Public Schools; Heath, M. Teresa Pereira and Caroline Tynan. “Crafting a Research Proposal.” The Marketing Review 10 (Summer 2010): 147-168; Jones, Mark. “Writing a Research Proposal.” In MasterClass in Geography Education: Transforming Teaching and Learning . Graham Butt, editor. (New York: Bloomsbury Academic, 2015), pp. 113-127; Juni, Muhamad Hanafiah. “Writing a Research Proposal.” International Journal of Public Health and Clinical Sciences 1 (September/October 2014): 229-240; Krathwohl, David R. How to Prepare a Dissertation Proposal: Suggestions for Students in Education and the Social and Behavioral Sciences . Syracuse, NY: Syracuse University Press, 2005; Procter, Margaret. The Academic Proposal. The Lab Report. University College Writing Centre. University of Toronto; Punch, Keith and Wayne McGowan. "Developing and Writing a Research Proposal." In From Postgraduate to Social Scientist: A Guide to Key Skills . Nigel Gilbert, ed. (Thousand Oaks, CA: Sage, 2006), 59-81; Wong, Paul T. P. How to Write a Research Proposal. International Network on Personal Meaning. Trinity Western University; Writing Academic Proposals: Conferences , Articles, and Books. The Writing Lab and The OWL. Purdue University; Writing a Research Proposal. University Library. University of Illinois at Urbana-Champaign.

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The Ultimate Guide on How to Write a Request for Proposal (RFP)

In the world of business-to-business (B2B) transactions, efficiency and clarity are key. Companies need to know exactly what they're getting into when they decide to work together.

A Request For Proposal, or RFP, is a formal document that helps make this happen. It outlines what a business needs and asks vendors to propose solutions. This way, businesses can compare offers and choose the best fit for their needs.

A Request For Proposal (RFP) is a formal document that outlines a company's specific needs and invites vendors to submit tailored proposals for a project or service .

In this article, we'll cover everything you need to know about requests for proposal (RFP), including how to write them, things to keep in mind, and even a few templates you can use to get started today.

What is a Request For Proposal (RFP) in Business?

A Request For Proposal (RFP) is a document that a business sends out to potential vendors or service providers . It's a business proposal that outlines the project's requirements, scope, and guidelines. The idea is to provide enough information so that the vendors can come up with a proposal that fits the needs of the business.

An RFP is not just a list of what a company wants. It's a structured way to get detailed proposals from vendors. This includes pricing, timelines, and how they plan to meet the project's objectives. It's like a job interview but for companies, where the company doing the hiring sets the questions and the criteria for evaluation.

The RFP process is common in various industries, from IT and marketing to construction and healthcare. It's a way to ensure that a project is well-defined and that the chosen vendor is the best fit for the job.

When to Request For a Proposal?

The timing for sending out an RFP can vary depending on several factors, such as the complexity of the project, the industry, and the urgency of the need. For instance, if a company is looking to implement a new software system , the RFP might be sent out well in advance to allow ample time for vendor selection and system integration.

On the other hand, if the project is smaller and less complex, like ordering office supplies, the RFP process might be quicker and less formal. Additionally, some industries have specific timelines for RFPs, especially if they are subject to regulatory guidelines or seasonal demands.

Ultimately, understanding the unique needs and constraints of your project is crucial for determining the right time to send out an RFP . Here are a few common times when you'd need to send one:

New Software Implementation

When a business is looking to implement new software, an RFP can be invaluable. It helps the company specify what features are essential, what the budget is, and what timeline they're looking at. Vendors can then tailor their proposals to meet these specific needs.

Marketing Campaigns

If a company wants to launch a new marketing campaign but lacks in-house expertise, an RFP can help find the right agency. The document can outline the target audience, goals, and metrics for success, allowing agencies to offer their best strategies.

Construction Projects

For construction projects, an RFP can outline the scope of work, materials needed, and safety protocols. Contractors can then submit their bids, including how they plan to meet these requirements and what it will cost.

What is the RFP Process?

The RFP process might seem complicated, but it is actually pretty straightforward. Here's what the RFP process typically looks like:

According to Loopio , about 60% of people are satisfied with their RFP process . To make the process easier, make sure you're following a simple outline and RFP writing best practices .

How to Write an RFP Proposal?

You might be thinking, "how do I write an RFP proposal?" Don't worry, we've got you covered.

Writing an RFP proposal involves several key steps to ensure that you provide enough information for vendors to submit accurate and competitive bids. Here's how to go about it:

Define Objectives and Scope : Before you even start writing, have a clear understanding of what you want to achieve with the project. Know the scope, whether it's a new website, a marketing campaign, or a software solution.

Research Potential Vendors : Look for vendors who have the expertise and capabilities to fulfill your project needs. This will help you tailor the RFP to attract the most qualified vendors.

Write the Introduction : Start with an introduction that provides a brief overview of your company and the project. Make it clear why you're sending out an RFP.

Detail the Project Overview : Explain what the project is, why it's important, and what you hope to achieve. This sets the stage for vendors to understand what you're looking for.

Outline the Scope of Work : This is the heart of the RFP. Describe in detail what the project involves, the deliverables, and any specific methodologies or standards that need to be followed.

Set Submission Guidelines : Specify how vendors should submit their proposals. Include the deadline, the format (PDF, Word, etc.), and to whom it should be sent.

List Evaluation Criteria : Clearly state the criteria you'll use to evaluate proposals. This could include cost, timelines, vendor experience, and more.

Provide a Timeline : Give vendors an idea of the project's timeline, including when you plan to make a decision and when work should begin.

Discuss Budget : If possible, provide a budget range for the project. This helps vendors tailor their solutions to fit your financial constraints.

Include Contact Information : Make sure to include the name, email, and phone number of the person who will be the point of contact for questions about the RFP.

Review and Edit : Before sending it out, review the RFP to make sure it's clear, concise, and free of any errors or ambiguities.

Distribute the RFP : Once you're satisfied with the document, send it out to the list of potential vendors you've identified.

By following these steps, you'll create a comprehensive RFP that will help you attract the right vendors for your project.

The sections you include in your RFP is ultimately up to you. There is room for customization and personalization based on your company/brand. Feel free to change things up and make it unique if that is something your brand is known for.

5 Key RFP Writing Tips

Here are 5 tips to keep in mind while writing your RFP proposal:

Be clear and specific about your needs.

Include a detailed timeline .

Set clear evaluation criteria .

Provide a budget range .

Keep it simple and jargon-free .

If you keep these tips in mind, you'll write a professional RFP to help you get proposals with ease. Read on to see our universal RFP outline as well as templates you can copy and use today.

Universal RFP Outline

Need a little help writing your RFP? Follow this universal outline to help keep your RFP structured and organized:

RFP Example

Are you a visual learning? That's fine! Here's an example of what a basic RFP would look like:

Request For Proposal Templates

Templates can make the RFP process easier and more efficient. They provide a standardized format that businesses can adapt to their specific needs.

Give these templates a try to quickly create your next RFP without the headache of writing it all out.

Copy templates to use them anywhere:

Simple RFP Template

The Simple RFP Template is designed for straightforward projects that don't require a lot of technical details or specialized knowledge. This could be for projects like ordering office supplies, hiring a cleaning service, or other basic needs that a business has.

The focus here is on the essentials: what you need, how much you're willing to pay, and how you'll evaluate the options. This template is best used when you want to make a quick decision without getting bogged down by complexities.

Business RFP Form Template

The Business RFP Form Template is geared towards more complex organizational needs that align with broader business objectives. This could be for implementing a new software system, like a Customer Relationship Management (CRM) tool, or setting up a new workflow process.

This template includes sections that allow you to outline your business objectives, the scope of work, and the budget. It's ideal for projects that have multiple stakeholders and require a solution that aligns with strategic goals.

Marketing RFP Template

The Marketing RFP Template is specifically designed for projects related to advertising, promotions, and public relations. Whether you're looking to launch a new product or want to boost your social media presence, this template helps you outline your marketing goals, target audience, and budget.

It's perfect for businesses that are looking to partner with marketing agencies or consultants to enhance their brand visibility and reach.

Project Management RFP Template

The Project Management RFP Template is tailored for projects that require detailed planning, coordination, and execution. This could range from construction projects to office relocations. The template allows you to set clear objectives, define milestones, and establish a budget.

It's particularly useful for projects that involve multiple phases and require a high level of oversight to ensure everything goes as planned.

How to Automate Common Work Emails

Do you hate typing the same things over and over? If you send out RFPs, you likely hate how long it takes to type everything up. Instead, use Text Blaze to automate repetitive typing and create templates for any situation.

With Text Blaze, you create smart text templates that you can insert anywhere you work using keyboard shortcuts. Using Text Blaze, you can automate basic phrases, repetitive text, and even common work emails .

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Write RFPs With Ease!

A Request For Proposal (RFP) is a crucial tool in the business world for getting detailed proposals from vendors. It helps in comparing offers and selecting the best fit for a project. With a well-crafted RFP, businesses can ensure that they are on the same page as their vendors, making the process smoother and more efficient.

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The Ultimate Guide on Consumer vs Customer + Key Differences

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• Request for Proposal (RFP)
• Understanding an RFP
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RFP vs. RFQ vs. RFI

• The Bottom Line
• Business Essentials

RFP: What a Request for Proposal Is, Requirements, and a Sample

Investopedia contributors come from a range of backgrounds, and over 25 years there have been thousands of expert writers and editors who have contributed.

Investopedia / Theresa Chiechi

What Is a Request for Proposal (RFP)?

A request for proposal (RFP) is a business document that announces a project, describes it, and solicits bids from qualified contractors to complete it. Most organizations prefer to launch their projects using RFPs, and many governments always use them.

When using an RFP, the entity requesting the bids is responsible for evaluating the feasibility of the bids submitted, the financial health of the bidding companies, and each bidder 's ability to undertake the project.

Key Takeaways

• A request for proposal (RFP) is a project announcement posted publicly by an organization indicating that bids for contractors to complete the project are sought.
• The RFP defines the project for the company that issues it as well as the companies that respond to it.
• The RFP describes the project, its goals, and the organization that is sponsoring it and outlines the bidding process and contract terms.
• RFPs are used by most government agencies and many private companies and organizations.
• The alternative is a less formal process that may fail to identify the best vendor and the best plan for accomplishing a project.

Understanding a Request for Proposal (RFP)

RFPs are used for complex projects, often requiring many subcontractors . They describe the organization issuing the RFP, the scope of the project being undertaken, and the criteria for evaluating entries. They also outline the bidding process and the contract terms.

The requests include a statement of work describing the tasks to be performed by the winning bidder and the timeline for finishing the work.

RFPs also advise bidders on how to prepare proposals, with specific guidance on how the bids should be formatted and presented. They generally include instructions on what information the bidder must include and the desired format.

The proposal should not be so detailed that it hinders the contractor's creativity, or so vague that the contractor is left stumped.

Most RFPs are issued by government agencies and other organizations in the public sector. They are generally required to open up competition among private companies and remove bias from the process. The agencies want to ensure that they get the lowest and most competitive bid.

However, any private or public organization may put out an RFP to get multiple bids and a variety of perspectives on the project.

For example, a business that wants to change its reporting process from a paper-based system to a computer-based system may put in a request for proposal for hardware , software, and a user training program to establish and integrate the new system into the business. A competitive bidding process may give them greater insight into the alternatives that are available.

Requirements for an RFP 

Government agencies or other entities may be required to issue requests for proposals to provide full and open competition and to drive down the cost of a solution. Accepting a proposal that is most responsive to specifications may not always mean the lowest-priced bid.

Skillfully creating a request for proposal can ensure the success or failure of the resulting solution. If the specified requirements are too vague, the bidder may not design and implement an adequate solution for the problem. If the requirements are too detailed and restrictive, the bidders’ innovation may be limited.

The RFP process begins with drafting a request for proposal. Bidders review the solicitation and submit suggestions for improvement. After implementing feedback , the final request for proposal is issued. Bidders then submit their proposals.

The customer narrows the selection down to a small group of bidders and enters negotiations on pricing and technical details. The customer may ask the remaining bidders to submit a best and final offer before awarding a contract. The contract is then presented to the company providing the best solution to the issue.

Benefits of an RFP

An RFP is, in part, an advertisement. It announces that a project is proceeding, and opens the door to qualified candidates who can get the job done.

In government, the RFP has been adopted as a way to ensure that cronyism is removed as a factor in the rewarding of contracts. It also opens up the process to competition, which can be expected to keep project costs lower.

The alternative to an RFP is a less formal process requiring a project manager to research and identify potential vendors for a project. Depending on how exhaustive the search is, the potential responses can be limited. New vendors and innovative answers may be less likely to be uncovered.

A request for proposal (RFP), request for quote (RFQ), and request for information (RFI) are three distinct types of documents that businesses and other entities use to reach out to the business community for suppliers or contractors that they may be able to work with.

• A request for proposal, as noted above, announces a specific project that is planned and solicits contractors capable of getting the job done.
• A request for quote (RFQ) is a solicitation sent to many suppliers seeking bids for a contract to supply specific products or services. The request must specify the quality and quantity needed, and the timing desired by the company or organization.
• A request for information (RFI) is a solicitation to suppliers for written information on the products and services that they can provide. It might be used to gather information for a database of suppliers for future reference.

Example of an RFP

Say, for example, the Federal Railroad Administration issues a request for proposal to finance, design, construct, operate, and maintain a high-speed rail system.

Interested parties submit proposals meeting the requirements outlined in the document. Based on the proposals received by the deadline, the Department of Transportation establishes commissions for further review and development of the proposals.

The DOT chooses the proposal most encompassing its goals and hires the company to carry out the work.

A Look at a Detailed RFP

This sample RFP from Chesapeake Bay Trust shows an appropriate level of detail necessary for a successful request. The proposal describes the project, provides an overview of the organization, defines the goals for the services it is pursuing, and explains how proposals will be evaluated. It communicates the expected format, budget limitations, and deadline requirements.

The RFP also includes many supporting documents and exhibits to further clarify what the trust is looking for. This not only helps define the scope of what services are being pursued but also helps interested firms evaluate schedules, logistics , and pricing.

Other samples can be found through TechSoup, a site that provides a library of how-to information and sample RFPs for nonprofits.

What Does "RFP" Mean?

A request for proposal (RFP) is an open request for bids to complete a new project proposed by the company or other organization that issues it. It is meant to open up competition and encourage a variety of alternative proposals that might be considered by the project's planners.

What Are RFP Requirements?

An RFP must describe and define the project in enough detail to attract viable responses.

The prospective bidder should be able to understand the nature of the business and the goals it wishes to achieve with the project.

The project must be defined in enough detail for the bidder to clearly understand its scope and all of the products and services that must be provided in order to carry it out. The format of the expected proposals must also be detailed. Uniform responses are needed to compare and contrast offers.

RFPs follow a fairly rigid format, although that format may vary among the agencies and companies that prepare them. This sample from the RTI International in North Carolina shows the elements in a typical RFP which include an introduction and background, a description of the deliverables, and information about the selection criteria.

What Is the Difference Between an RFP and an RFQ?

Say a hardware store is expanding its gardening supplies department and needs to find the suppliers necessary to fill its shelves. It might send out a request for quotation (RFQ) to a number of potential suppliers of gardening products. The responses will enable it to establish a relationship with one or more suppliers of the quantity and quality of goods it needs, at a price that is established.

When a company or other organization sends out an RFQ it knows exactly what it needs and is seeking the best supplier or suppliers.

An RFP is a more open-ended process. The business or organization is seeking qualified contractors to carry out a new project. The project and its goals are defined in some detail but there is room for creativity in the responses. For example, an RFP for a children's park might allow the contractor to propose the precise layout, equipment, and amenities the park might contain.

When Would You Use an RFP?

Businesses large and small tend to have just enough resources to maintain current operations. If they want to take on a new project they have neither the resources nor the expertise on hand to add it to the workload.

In such cases, the RFP gives the business an efficient way to recruit the expertise they need to get the project done.

What Happens After the RFP?

The RFP is followed by a review of the proposals. Depending on the size and scope of the project, this review may be a multi-level process involving a number of committees. Government agencies, particularly, are not known for moving nimbly.

However long it takes, the review process is used to narrow down the proposals to a few finalists who may be asked to submit additional information with a view to a final selection and a start date for the project.

The Bottom Line 

The RFP defines the project for the company that issues it as well as the companies that respond to it. A well-written RFP conveys the intention behind the proposal and ensures that the end result will meet expectations.

It also ensures an open process. Ideally, multiple bidders will respond. This gives the organization an opportunity to study a variety of approaches and prices and choose the one that best meets its needs.

TechTarget. " Pros and cons of non-RFP vs. RFP procurement process ."

TechSoup. " RFP Library: Tips and Sample RFPs for Your Nonprofit, Charity, or Library ."

Environmental Protection Agency. " Sample Requests for Proposals ."

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Creating an Effective Request for Proposal (RFP): Best Practices for Professionals

18 th July 2024

In today’s fast-paced business environment, organizations frequently require specialized expertise or significant investments in goods and services. Whether the need is for new software, a marketing campaign, or a construction project, a well-constructed Request for Proposal (RFP) is crucial for identifying the right vendor to meet these needs. This comprehensive guide will explore the nuances of writing an effective RFP, ensuring that you attract top-tier proposals and ultimately select the ideal partner for your project.

A Request for Proposal (RFP) is a formal document that solicits bids from potential vendors to undertake a project or provide a service. It outlines the project requirements, goals, and evaluation criteria, allowing vendors to submit their bids in a structured format. The primary objective of an RFP is to ensure transparency, fairness, and competition, facilitating informed decision-making within organizations.

Key Elements of an RFP

An effective RFP should be detailed and logically structured, typically including the following sections:

• Introduction and Background
• Project Scope and Objectives
• Requirements and Specifications
• Budget and Timeline
• Evaluation Criteria
• Proposal Submission Guidelines
• Terms and Conditions

Let us delve into each of these sections in detail.

1. Introduction and Background

The introduction should provide a concise overview of your organization, including its mission, values, and the context of the project. This sets the stage for potential vendors, helping them understand your organization’s needs and the importance of the project.

2. Project Scope and Objectives

Clearly define the project’s scope, including its goals, deliverables, and any specific outcomes you expect. This section should present a detailed picture of your project, ensuring vendors fully understand the project’s breadth and limitations.

3. Requirements and Specifications

This section outlines the technical and functional requirements of the project. Be as detailed as possible, specifying the essential features, preferred technologies, and any compliance or regulatory considerations. This helps vendors determine if they can meet your needs and how they might approach the project.

6. Proposal Submission Guidelines

Specify the format and deadline for proposal submissions, along with any other instructions. This ensures that all proposals are consistent and easy to compare. Include contact information for any questions or clarifications.

7. Terms and Conditions

Include any legal terms and conditions, such as confidentiality agreements, intellectual property rights, and contractual obligations. This protects your organization and sets clear expectations for the vendors.

Best Practices for Writing an RFP

• Be Clear and Concise: Avoid jargon and ensure the RFP is easy to understand. Clear communication helps vendors provide accurate and relevant proposals.
• Encourage Questions: Allow vendors to ask questions and provide a timeline for responses. This can clarify any ambiguities and improve the quality of submissions.
• Be Realistic: Set achievable goals and timelines. Unrealistic expectations can deter qualified vendors from submitting proposals.
• Provide Examples: Where possible, include examples or templates to guide vendors in preparing their proposals.
• Involve Stakeholders: Get input from key stakeholders to ensure the RFP addresses all critical requirements and concerns.

A well-crafted RFP is a powerful tool that can significantly impact the success of your project. By providing clear, detailed, and structured information, you can attract high-quality proposals from qualified vendors, making it easier to select the best partner for your needs. Remember, the effort you put into creating a comprehensive RFP will pay off in the long run by ensuring a smooth and successful project execution.

How can we help you today?

Main navigation

A request for proposals (RFP) is a funder’s written announcement inviting proposals, usually for a specific grant program. 

• Our office serves as a clearinghouse for many RFPs. Current opportunities can be found below.
• We disseminate select RFPs via email directly to faculty and administrators in relevant schools and centers.
• If an RFP is a limited funding opportunity, for which a limited number of applicants per institution may apply, it is generally announced by the Stanford Research Development Office and an internal selection committee decides on the final candidate(s). UCFR manages a small number of limited RFPs, as indicated below.
• Additional RFP resources are listed on the  Funding Search Tools  page.

Funding Opportunities & Resources

September Deadlines:

Kavli foundation and the u.s. national science foundation (nsf).

Neurobiology in Changing Ecosystems (NiCE)

The Kavli Foundation and the U.S. National Science Foundation (NSF) invite applications for the new Neurobiology in Changing Ecosystems (NiCE) grant program. Research in this emerging field has great potential to reveal novel scientific insights that will accelerate understanding of basic biology in neural adaptation and resilience at the molecular, biophysical, cellular, and circuit levels. Opportunities for investigation of neurobiology and changing ecosystems specifically cover modulatory, homeostatic, adaptive, and/or evolutionary mechanisms that impact neurophysiology in response to anthropogenic environmental influence. Proposals should emphasize interdisciplinary collaborations and integrate diverse methodologies, including environmental monitoring techniques, behavioral and physiological experiments, ecological and evolutionary modeling, combined with traditional approaches in neuroscience investigation.

NiCE proposals should explicitly address the following three criteria:

• The importance, extent, or urgency of the anthropogenic environmental change being investigated.
• The relationship between the neural mechanisms under investigation and the organism's fitness in the changing environment.
• How the results of the project will inform or predict resilience in related neural mechanisms, organisms, or environments.

Funding amount: Varies

Deadline: September 30, 2024

Guidelines: The Kavli Foundation partners with NSF to fund… | Kavli Foundation ; Dear Colleague Letter: Neurobiology in Changing Ecosystems (NiCE) (nsf24044) | NSF - U.S. National Science Foundation

October Deadlines:

Gordon and betty moore foundation.

Experimental Physics Investigators

The Gordon and Betty Moore Foundation is accepting applications for Experimental Physics Investigators. The foundation will provide support for approximately 20 creative mid-career individuals and their research teams to advance our understanding of physical phenomena and to enable researchers to venture in new directions that have the potential to transform the field and their career. 

Eligibility

Individuals conducting experimental physics research, who have earned tenure (or equivalent) at their U.S. institution and are within five years of their first tenure appointment at the time of submission of their pre-proposal are eligible to apply. Awards are given to a single institution with a single principal investigator. While collaborations are allowed, the primary use of funds must support the principal investigator, their team, and their research equipment. Individuals supported by other awards from the Gordon and Betty Moore Foundation are eligible as long as they meet eligibility requirements.

This program is specifically designed to support individual experimental physics researchers and their teams. The experimental fields being considered include atomic/molecular/optical physics, biophysics, chemical physics, condensed matter, fluid dynamics, geophysics, laser physics, materials, polymer physics, plasma physics, precision measurements, quantum information, and soft matter physics. We encourage you to explore the profiles of our Experimental Physics Investigators to learn about the variety of research areas we have supported in previous calls.

What we do not support:

• Theoretical and computational work unless part of larger experimental research efforts.
• Education research or public engagement.
• Ongoing work of large collaborations (e.g., astrophysics/astronomy, exotic matter searches, fusion, gravitational physics, high energy physics, nuclear physics).
• Observational astronomy.

Institutional context

The grants will be made to the nonprofit or public academic or research institutions where the investigator is based. We will not make grants to for-profit organizations.

• Researchers at all U.S. academic institutions are eligible.
• Researchers at academic institutions need not be in physics departments to be eligible. The essential requirement is that the proposed research is experimental physics.
• The applicant will need to indicate that they have sufficient time and institutional resources to complete the proposed research. Some teaching buyout is allowed, but we expect investigators will continue the usual duties of their position (e.g., teaching, mentoring students and postdocs).
• Researchers at national laboratories may be eligible. The EPI program is designed to support investigators who are transitioning from an early to a mid-career stage (e.g., immediately post tenure at most universities). Applicants will be able to explain their career stage in the appropriate section.

Career stage

Applicants must have received tenure or the equivalent in the last five years. For the 2025 application deadline, applicants must have earned tenure after 25 October 2019.

• There is an option to request a one-year extension to the time window owing to significant life events such as childbirth or caring for a family member since earning tenure.
• Extensions due to the pandemic will not be considered (we extended our eligibility window for everyone to account for pandemic disruptions).  

Funding amount: $1.25M/5 yrs

Deadline: October 17, 2024 (Pre-proposal)

Guidelines: Initiative Additional Information (moore.org)

Russell Sage Foundation

Core Research Grants

The Russell Sage Foundation was established by Margaret Olivia Sage in 1907 for "the improvement of social and living conditions in the United States." RSF funds social science research that extends the methods, data, and theories of the social sciences as a means of better documenting and understanding the nation’s most pressing social, political, and economic problems.

RSF will accept letters of inquiry (LOIs) under the core programs for Future of Work and Social, Political, and Economic Inequality . The program on the Future of Work supports innovative research on the causes and consequences of changes in the quality of jobs for low- and moderately paid workers and their families in the U.S. We seek investigator-initiated research proposals that will broaden our understanding of the role of changes in employer practices, the nature of the labor market and public policies on employment, earnings, and job quality. We are especially interested in proposals that address questions about the interplay of market and non-market forces in shaping the wellbeing of workers.

The program on Social, Political, and Economic Inequality supports original research on the factors that contribute to social, political, and economic inequalities in the U.S., and the extent to which those inequalities affect social, political, psychological, and economic outcomes, including educational and labor market opportunities and consequences, social and economic mobility within and across generations, and civic participation and representation. We seek innovative investigator-initiated research that will expand our understanding of social, political, and economic inequalities and the mechanisms by which these inequalities influence the lives of individuals, families, communities, and the country. We welcome projects that explore the relevance of socioeconomic, racial, ethnic, gender, geographic, immigration or other statuses for the distribution of social, political, and economic outcomes within and across different status groups.

The foundation will also accept LOIs for the new special initiative Promoting Educational Attainment and Economic Mobility among Racially, Ethnically, and Economically Diverse Groups after the 2023 Supreme Court Decision to Ban Race-Conscious Admissions at Colleges and Universities . This initiative focuses on ways to promote educational attainment and economic mobility among racially, ethnically, and economically diverse groups following the court’s ruling that the declared that use of race-conscious admissions policies violates the Equal Protection Clause of the 14th Amendment and was, therefore, unconstitutional.

LOIs must include specific information about the proposed data and research design. All applicants (both PIs and Co-PIs) must have a doctorate. In rare circumstances, RSF may consider applications from scholars who do not hold a doctorate but can demonstrate a strong career background that establishes their ability to conduct high-level, peer-reviewed scholarly research. Students may not be applicants.

Funding amount: Up to $200K

Deadline: October 29, 2024 (Letter of Inquiry)

Guidelines: https://www.russellsage.org/how-to-apply/application-deadlines

Simons Foundation

Simons Collaborations in Mathematics and the Physical Sciences

The Simons Foundation’s Mathematics and Physical Sciences (MPS) division invites applications for the Simons Collaborations in MPS program. The aim of the Simons Collaborations in MPS program is to stimulate progress on fundamental scientific questions of major importance in mathematics, theoretical physics and theoretical computer science.

A Simons Collaboration in MPS should address a mathematical or theoretical topic of fundamental scientific importance, where a significant, new development creates a novel area for exploration or provides a new direction for progress in an established field. The questions addressed by the collaboration may be concrete or conceptual, but there should be little doubt that answering them would constitute a major scientific milestone. The project should have clearly defined initial activities and goals by which progress and success can be measured. The support from the foundation should be seen as critical for the objectives of the project.

The project should involve outstanding researchers in a range of career stages. Excellence of the scientific leadership is one of the main criteria in the selection process. The project should be organized and managed in a manner engendering a high level of collaboration.

Each collaboration is led by a collaboration director who is expected to determine the scientific agenda, coordinate the scientific activities of the other members, determine (in collaboration with the other members) the scientific themes, coordinate a collaboration website and organize collaboration meetings and activities as appropriate, including a two-day annual meeting at the foundation. The director will be the foundation’s main point of contact for the activities of the collaboration and will be responsible for monitoring the overall progress of the research effort and deciding on research directions and personnel as the collaboration evolves.

PIs are expected to perform research that advances the goals of the collaboration and to collaborate as appropriate with other members of the collaboration. PIs are also expected to assist the director and other PIs in fulfilling the additional collaboration obligations outlined above. Attendance at the annual meeting held at the foundation is expected for each collaboration member.

Proposals should specify a core group of PIs. Additional PIs may be added only after an LOI is approved. Interinstitutional and international collaborations are allowed. The foundation strongly encourages the participation of PIs from underrepresented groups.

The collaboration director must hold a tenured faculty, or equivalent, position at a U.S. or Canadian educational institution, on a campus within these countries, with a Ph.D. program in the director’s department at the time of application and for the duration of the award. PIs and co-Investigators (co-Is) must hold a tenured or tenure-track faculty, or equivalent, position at an educational institution at the time of application and for the duration of the award. There are no restrictions on the department and/or discipline of the director or PIs/co-Is. PIs, co-Is and other collaboration participants may be from non-U.S. institutions. A co-I must be employed by or be affiliated with a PI institution or another organization participating in the project under a consortium agreement.

An individual may be part of more than one letter of intent (LOI) or full proposal, as long as all eligibility requirements are met. There is no LOI limit per institution or individual. An active PI on a currently funded collaboration project can be part of an LOI or proposal but cannot participate in more than one funded collaboration. Additionally, active Math+X Investigators cannot be a funded director or PI in a collaboration.

Funding amount: Up to $2M/yr for initial period of 4 yrs

Deadline: October 31, 2024 (Letter of Intent)

Guidelines: https://www.simonsfoundation.org/grant/simons-collaborations-in-mathematics-and-the-physical-sciences/

November Deadlines:

Pershing square foundation.

The Pershing Square Foundation’s (PSF) brain initiative funds cutting-edge research that revolutionizes our ability to predict, prevent, and treat neurodegenerative diseases (NDDs). Advancing our fundamental understanding of the brain and cognition to ultimately combat neurodegeneration and related diseases is a goal of increasing urgency. Breakthroughs in basic scientific and translational research will yield critical tools for and knowledge of NDDs, including Alzheimer’s Disease and Dementia, which affect millions of people worldwide.

The MIND (Maximizing Innovation in Neuroscience Discovery) Prize supports and empowers early-to-mid-career investigators to rethink conventional paradigms around NDDs. Modeled after the Pershing Square Sohn Prize for Young Investigators in Cancer Research, the MIND Prize catalyzes interdisciplinary approaches and facilitates collaborations across academic departments and institutions. It fuels the groundbreaking research that will accelerate our understanding of NDDs at every level.

Projects may range from the invention of novel tools, techniques, and technologies for mapping and analyzing the brain to bold approaches that demonstrate extraordinary therapeutic potential. Research domains may include—but are not limited to—neurobiology, brain imaging and mapping, machine learning, drug delivery, and synthetic biology.

An MD, PhD, or MD-PhD degree (or equivalent) is required. Applicants must have completed at least one (1) but no more than ten years of independent research experience as a tenure-track faculty member by the start date of the Prize (May 2025). Principal Investigators (PIs) must hold faculty appointments at academic research institutions in the United States of America. Multiple applicants from the same institution may apply as long as eligibility criteria are met. An applicant, who is not a U.S. citizen or permanent resident, by submitting an application for this funding, assures that his/her visa status will provide sufficient time to complete the project and grant term within the United States. Investigators need not be specifically trained in neuroscience; however, they should have access to an environment capable of conducting high-quality, high-impact research related to the understanding of the human brain and/or cognition, with a lens on Alzheimer's Disease and Dementias. The Pershing Square Foundation does not discriminate on the basis of race, color, national origin, age, disability, or sex.

Funding amount: $750K over 3 yrs

Deadline: November 4, 2024 (Letter of Intent)

Guidelines: MIND Prize - Pershing Square Foundation

Ongoing Deadlines

Arnold ventures.

Causal Research on Community Safety and the Criminal Justice System

Arnold Ventures (AV) is a nonpartisan philanthropy whose core mission is to invest in evidence-based solutions that maximize opportunity and minimize injustice. AV focuses on correcting system failures in the United States through evidence-based solutions. AVs’ Criminal Justice Initiative seeks to generate new evidence to inform policies that will make communities safer and make the criminal justice system more fair and effective. This Request for Proposals (RFP) from the Criminal Justice Initiative (CJI) seeks letters of interest to conduct causal research projects of policies, practices, and interventions related to community safety and the criminal justice system.

To be eligible to submit through this funding opportunity, research projects must adhere to the following criteria:

·       Propose a strong causal research design, which can reliably and validly isolate the treatment effect of a policy, practice, or intervention. Examples of such research designs include difference-in-differences, regression discontinuity, instrumental variable, and randomization.

·       The policy, practice, or intervention being tested is in the United States.

·       Outcomes include measures of real-world behaviors (such as crime rates or criminal justice involvement), as opposed to measures collected in a controlled lab setting or measures of perceptions. Submissions are welcome across all issues of crime and criminal justice that meet the above criteria. The ultimate goal of this RFP is to build credible evidence on policies, practices, and interventions that can improve crime and justice system outcomes and grow the number of policies and practices rigorously shown to produce improvements in community safety and to make the justice system fairer and more effective.

Arnold Ventures anticipates that project budgets will depend on a variety of factors, including the complexity of the data acquisition and analysis plans, the number of study sites, and the study timeline. While there is no budget ceiling or fixed period of performance for applications received under this RFP, we expect to support projects that align with a typical CJI research project that has a 3-4 year period of performance and a median budget of $500,000.

We will prioritize studies that:

•         Focus on interventions where there is a clear path to federal and/or state policy adoption or implementation. Is there a state or federal policy lever available to scale this intervention?

•         Outcomes are measured using administrative data, where they exist.

•         Align with the CJI’s priority research areas: reducing violent crime; reducing unnecessary use of force or arrests by police; facilitating police investigations and increasing clearance rates; effects of alternative models of police/crisis response; reducing intimate partner violence; prosecutor-initiated resentencing; improving pretrial outcomes; strategies to improve the quality of public defense; improving community supervision outcomes; effects of prison oversight; effects of policy changes related to fines and fees or the payment of court debt; effects of record clearance/expungement policies; effects of sentencing reforms; projects using Criminal Justice Administrative Records (CJARS) data to measure effects of interventions on people with criminal records.

•         Are led by researchers who have not previously received funding from Arnold Ventures as the primary or principal investigator, or are early-career/junior researchers (those who received their PhD in the past 6 years). We recognize the need to expand and diversify the pool of researchers doing causal research in the criminal justice space. Thus we strongly encourage researchers who are new to causal research, including those from groups historically underrepresented in the research community – such as researchers of color, women, and justice[1]impacted individuals – to participate in this funding opportunity.

Funding Amount: Varies (anticipated median budget of $500K)

Deadlines: Rolling

Guidelines : https://craftmediabucket.s3.amazonaws.com/uploads/Causual-Research-on-Community-Safety-in-Criminal-Justice-System.pdf

Strengthening Evidence: Support for RCTs to Evaluate Social Programs and Policies

Arnold Ventures’ (AV) Evidence and Evaluation team aims to identify, evaluate, and scale evidence-based solutions targeting the nation’s most pressing social problems. One of the strongest tools in the evidence-building toolkit is the randomized controlled trial (RCT). While not applicable to all policy and program contexts, RCTs are often the strongest choice for evaluating social programs because they fairly compare results between a treatment group and a control group, making it clear whether the program or policy truly works. This strong evidence can be important for informing decision-makers and stakeholders to support effective programs.

This Request for Proposals (RFP) aims to build the body of proven, effective policies, programs, and interventions by funding researchers to conduct rigorous RCTs across the spectrum of social policy.

Proposals that demonstrate alignment with AV’s strategic areas of interest, such as higher education, housing, climate, transportation, and public finance, are encouraged.  A full list of AV areas of investment can be explored here . (RCTs primarily measuring Criminal Justice outcomes will not be considered under this RFP; for such studies, please see this RFP ).

Deadline: Rolling

Guidelines: https://craftmediabucket.s3.amazonaws.com/uploads/PDFs/AVEE_StrengtheningEvidenceRFP_Final.pdf

Robert Wood Johnson Foundation

Evidence for Action: Innovative Research to Advance Racial Equity

Evidence for Action prioritizes research to evaluate specific interventions (e.g., policies, programs, practices) that have the potential to counteract the harms of structural and systemic racism and improve health, well-being, and equity outcomes. We are concerned both with the direct impacts of structural racism on the health and well-being of people and communities of color (e.g., Black, Latina/o/x, Indigenous, Asian, Pacific Islander people, and other races and ethnicities)—as well as the ways in which racism intersects with other forms of marginalization, such as having low income, being an immigrant, having a disability, or identifying as LGBTQ+ or a gender minority.

This funding is focused on studies about upstream causes of health inequities, such as the systems, structures, laws, policies, norms, and practices that determine the distribution of resources and opportunities, which in turn influence individuals’ options and behaviors. Research should center on the needs and experiences of communities exhibiting the greatest health burdens and be motivated by real-world priorities. It should be able to inform a specific course of action and/or establish beneficial practices, not stop at characterizing or documenting the extent of a problem.

E4A seeks grantees who are deeply committed to conducting rigorous and equitable research and ensuring that their findings are actionable in the real world. In addition to research funding, RWJF also supports grantees with stakeholder engagement, dissemination of findings, and other activities that can enhance their projects’ potential to “move the needle” on health and racial equity. Only through intentional and collaborative efforts to disrupt racism and translate research to action can we hope to build a more just and equitable society and a Culture of Health.

Grant periods are flexible up to 36 months; rare exceptions may be made for projects needing up to 48 months if sufficient justification is provided. Our preference is for projects that produce findings in the near term.

Funding Amount : Varies

Deadline : Rolling

Guidelines : https://www.rwjf.org/en/library/funding-opportunities/2021/evidence-for-action--innovative-research-to-advance-racial-equity.html

Charles Koch Foundation

Trade Policy Research

The Charles Koch Foundation is pleased to invite proposals for research and related projects that bridge the gap between theory and practice and contribute to contemporary debates around important trade-policy issues. We are especially interested in research related to the topics below.

Getting our approach to trade with China right

• Examining the potential impact of China’s mega-initiatives on the United States, such as the Belt and Road Initiative or China’s large-scale investments in Africa. This could be along economic, social, diplomatic, and/or security lines.
• Exploring issues and topics related to U.S-China trade and foreign direct investment and implications for national security.
• Examining how to better protect U.S. intellectual property in China and other markets.
• Exploring the impact of Chinese tech theft and commercial espionage on American businesses.
• Examining the real threat of China as compared to the threat claimed by domestic interest groups, businesses, think tanks, and the media.
• Exploring opportunities for U.S.-China economic cooperation.
• Exploring the role of the WTO in dispute settlement.

National industrial policy

• Assessing the historical track record of national industrial policy in the United States.
• Conducting a comparative analysis of countries’ industrial policies, with a focus on possible lessons for the United States.
• Exploring alternative means of achieving the stated goals of national industrial policy, e.g. increasing innovation, productivity growth, unemployment gains, etc.

Free trade and flourishing

• Examining the impact and value of Free Trade Agreements, especially in comparison to managed trade agreements.
• Presenting solutions to any concentrated costs that may be caused by Free Trade Agreements.

Funding Amount: Varies

Guideline s: https://charleskochfoundation.org/grants/trade-policy-research/

Smith Richardson Foundation

Domestic Public Policy Program

The mission of the Smith Richardson Foundation is to contribute to important public debates and to address serious public policy challenges facing the United States.  The foundation seeks to help ensure the vitality of our social, economic, and governmental institutions.  It also seeks to assist with the development of effective policies to compete internationally and to advance U.S. interests and values abroad. The Domestic Public Policy Program supports projects that will help the public and policy makers understand and address critical challenges facing the United States.  To that end, the foundation supports research on and the evaluation of existing public policies and programs, as well as projects that inject new ideas into public debates. 

Deadline: Concept papers accepted anytime

Guidelines : https://www.srf.org/programs/domestic-public-policy/

Targeted Grants in Mathematics and Physical Sciences

The Simons Foundation’s Mathematics and Physical Sciences (MPS) division invites applications for its new Targeted Grants in MPS program. The program is intended to support high-risk projects of exceptional promise and scientific importance on a case-by-case basis. A typical Targeted Grant in MPS provides funding for up to five years. The funding provided is flexible and based on the type of support requested in the proposal. Indirect costs are limited to 20% of direct costs, with the following exceptions: equipment, tuition, and any subcontracts with budgets, including indirect expenses. Indirect costs paid to a subcontractor may not exceed 20% of the direct costs paid to the subcontractor. Expenses for experiments, equipment, or computations, as well as for personnel and travel, are allowable. Applications may be submitted by established U.S. and foreign public and private educational institutions and stand-alone research centers.

Deadline: Letter of Inquiry accepted anytime

Guidelines : https://www.simonsfoundation.org/funding/funding-opportunities/mathematics-physical-sciences/targeted-grants-in-mps/

Limited Programs:

2025 andrew carnegie fellows program competition.

Limited submission program for sabbatical-eligible faculty (see eligibility) - a university-wide internal nomination process is required. The fellowships of $200,000 each enable recipients to take sabbaticals of one or two years from their institution to focus on research and writing.  

In 2023, Carnegie Corporation of New York announced a second phase of the program and a new focus on political polarization in the United States. For at least three years, the program will ask scholars to help Americans understand how and why our society has become so polarized and what we can do to strengthen the forces of cohesion in American society. The next class of fellows will be announced in spring 2025.

Award Purpose

The fellows program was established in 2015 to provide philanthropic support to extraordinary scholars and writers for high-caliber research in the humanities and social sciences.

After a one-year pause in 2022, the program resumed with the focus on political polarization in the United States. The issue is characterized by threats to free speech, the decline of civil discourse, disagreement over basic facts, and a lack of mutual understanding and collaboration. 

The Corporation anticipates that the work of the Andrew Carnegie Fellows Program will explore the many ways political polarization in the United States manifests itself in society and suggest ways that it may be mitigated. Studies of polarization in other countries will be welcomed providing they offer lessons that can be applied to the United States. Projects based in disciplines across the humanities and social sciences are welcomed.

# of nominations

Two nominations are permitted from each university: one junior scholar and one senior scholar. (See eligibility below)

Internal university deadline: Mon., Sept. 23, 2024, 5:00 pm (see the internal nomination process below)

The nominee(s) selected to represent Stanford will be notified: Wed., Oct. 9, 2024

Sponsor’s deadline:  Nov. 8, 2024

Fellows announced: Apr. 2025

Start of the fellowship: by Sept. 1, 2025

https://www.carnegie.org/news/articles/andrew-carnegie-fellows-program-info/

• Senior, junior, and emerging scholars; journalists; and public intellectuals
• University presidents may nominate one junior scholar (sabbatical-eligible faculty) and one senior scholar (any holder of a tenured post)
• Nominees must have a Ph.D. or other terminal degree
• U.S. citizenship or permanent U.S. residency status
• See the award terms below

Award terms

• Fellowships of $200,000 each, enabling recipients to take sabbaticals of one or two years from their institution to focus on research and writing. Fellowships may be used for such expenses as salary, fringe benefits, project-related travel, research assistants, data collection, and surveys. No indirects are provided to the university.
• While the fellowship can be paid directly to the individual or through the home institution, Stanford highly recommends that it be paid to the individual. (Please consult your financial advisor and department manager on tax implications, benefits, contributions, etc.) 
• Carnegie does not fund dissertations, debt repayments, lobbying efforts, the purchase of equipment, or rent. 
• In accepting the nomination, candidates are affirming that, if chosen for the fellowship, s/he will accept the fellowship. 
• Recipients may not accept other fellowships of equal caliber or at a comparable level of funding that overlaps the same timeline as the Carnegie fellowship, especially awards that have specific time requirements. However, smaller grants and project support are acceptable on a case-by-case basis.

Carnegie’s Selection Criteria and Process

• Originality and promise of the idea
• Quality of the proposal
• Promise to offer means to reduce harmful polarization or to enhance social cohesion
• Record of the nominee
• Plans to communicate findings to a broad audience
• Carnegie’s selection process will consist of two stages. First, anonymous evaluators — nationally prominent experts in fields related to political polarization in the United States — will review all proposals. Next, the top-ranked proposals will be forwarded to the members of the jury for their scrutiny and ultimate decision.

STANFORD NOMINATION SELECTION PROCESS

By Mon., Sept. 23, 2024 5:00pm please send one PDF file containing the following in the order listed below via email attachment to:

Amanda Reilly

Associate Director

University Corporate and Foundation Relations

650-498-7726

[email protected]

File name: Last Name_Carnegie.pdf

1) Title page

2025 Andrew Carnegie Fellows Program

Name of nominee

Nominee Scholar Category:  junior or senior

Email address, phone number

2) Nomination letter from your Department Chair or Dean printed on department letterhead and addressed to the Carnegie Fellows Program Review committee which provides a brief description of the candidate’s qualifications and potential, and how his or her contributions will address political polarization in the United States. (This letter is for internal review only.)

3) Internal Application materials 

• 3-5 page prospectus describing the project, including a projected work plan and approximate time frame. The prospectus should be double-spaced and set at a minimum 12-point font. Note: jurors will not read any prospectus beyond the five-page limit (footnotes and bibliography excepted). Bibliography and footnotes do not count toward the page limit.
• Budget in Carnegie’s format: Carnegie’s budget instructions are located here . The budget template is located here . (Please download the template before inputting your budget information as all Stanford applicants will be using this budget template link.)

Selection Process

A committee appointed by the Provost will review applications and select up to two nominees. Applicants will be notified by Oct. 9, 2024. The selected nominee(s) will then be asked to provide additional materials (1-page summary of the prospectus, a description of the project in 75 words or fewer, 1-page summary of the CV [bulleted form], and a short narrative biography (250-400 words). The University Corporate and Foundation Relations office will help assemble and submit the application by November 8, including the necessary institutional letter of nomination.

Sawyer Seminars 2024

Please note: this year’s competition has changed significantly from past competitions and this program overview contains the correct, up-to-date information. As of August 27, 2024 the foundation’s Sawyer Seminars webpage has not been updated from last year’s competition.

• The program was established in 1994 to provide support for comparative research on historical and contemporary topics of major scholarly significance.
• October 2024 marks the program’s 30th year. To observe this milestone, at a time when universities and humanities study are facing a myriad of unprecedented challenges, the foundation is reorienting the 2024 competition and beyond from the study of comparative cultures to the study of major social and political challenges that directly impact the structures,policies, and practices of the American university.
• Mellon seeks to fund humanities-grounded seminars wherein multidisciplinary teams of faculty and other academic leaders collaboratively address timely issues affecting their campuses.
• Mellon invites proposals that meaningfully engage faculty, other academic leaders, and visitors from a variety of fields in the study of academic freedom and democracy in the American university.
• Mellon seeks to support seminars that demonstrate through humanistic methods the ways in which a higher education system featuring a multiplicity of perspectives, thoughts, and voices is essential to a functional democracy.
• Maximum grant for each seminar is $300,000. 
• Each seminar normally meets for one year (though some have continued for longer periods).
• To allow for planning, seminars need not be scheduled for the coming academic year.
• The seminar should be led or co-led by humanities faculty; however, the proposed seminar should be a collaborative effort involving participation by scholars and administrators from across disciplines and units, with varying perspectives on the problem being addressed.
• The foundation encourages applicants to invite participants from nearby institutions, such as community colleges, liberal arts colleges, museums, research institutes, and local organizations to achieve interdisciplinary and community-engaged collaboration.
• Grant recipients would be expected to highlight and disseminate findings across campus units using a medium that best fits their campus context, such as a white paper or town hall.
• Bridge the gap between the socially equitable world envisioned in much humanities scholarship and the policies and practices characterizing today’s universities
• Empower humanists to be active participants in the strategic conversations and planning that many universities are engaged in or preparing to undertake
• Imagine new and revised university structures that would enhance the growth of the humanities and promote the realization of more just futures
• Funds may support: one postdoc; up to two dissertation research fellows (in the form of graduate tuition or supplemental funding). Please note: hiring of postdocs or awarding dissertation research fellowships is not a requirement this year.
• Funds may also support: travel and living expenses for short stays by visiting scholars; costs associated with coordinating seminars, including meals, honoraria, consulting fees, and stipends.
• Unlike in previous years, there are no required expenditures.
• Funds may not be used to cover released time for regular faculty participants, rentals of university space, or indirect costs.
• Annual reports on the progress of the seminar are required for the term of the grant.

Mellon Selection Criteria and Process

• Invitations have historically been limited to a rotating subset of a larger invitation list. This year, all institutions on that larger list will be invited to apply. Up to 20 finalists will be selected and recommended to the Mellon Trustees for funding.
• Mellon is fundamentally interested in the themes of social and racial justice.
• Competitive proposals will demonstrate the ways in which the humanities might reform or reimagine existing institutional structures and campus cultures. They might promise to amplify the work of a pre-existing institutional committee or envision a new committee or seminar-style initiative, with academic freedom and democracy in the American university as the central subject of inquiry.
• Applications will be evaluated on a) the centrality of humanities leadership to the proposed project; b) evidence of concrete buy-in and support for the proposed structure from university administration; and c) the strength of the plan for disseminating the project’s findings across campus units to catalyze institutional transformation.
• Sept 25: Deadline to submit application to Amanda Reilly, University Corporate and Foundation Relations.
• Senior faculty members will review applications and choose Stanford’s nomination.
• Selected seminar will be notified in early October and involved faculty will need to prepare the final proposal by early November (detailed instructions available to nominee).
• Mellon Foundation Trustees confirm selection and funding in June 2025; following approval by the Foundation’s Trustees, funds will be disbursed to the host institution. Past experience suggests that it can take a year or more to organize the seminars.  

Preliminary Applications for Sept 25 should consist of:

Proposal should include the following. The text covering the first three questions typically ranges from 3,000 to 6,000 words and must not exceed 8,000 words:   

• Executive Summary - Description of proposed work.
• Rationale - The rationale for raising the indicated problem/topic, the central questions to be addressed, and the potential significance of the inquiry to be pursued, including its impact on the institution.
• Project Description and Significance - A description of the cases to be studied and the humanities methodologies to be brought to bear on them; the thematic “threads” that will run through the seminar; and evidence of concrete buy-in and support from university administration.
• Selection Criteria - If support for a postdoctoral fellow and/or dissertation research fellow(s) is envisioned, the procedures to be used in recruiting for these positions. (As noted in the terms above, hiring of postdocs or awarding dissertation research fellowships is not a requirement this year.)
• Preliminary Seminar Plan - A well-developed preliminary plan for the seminar that outlines the specific topics to be addressed in each session, provides the names and qualifications of the scholars and community partners who would ideally participate, and offers direction for developing a resource that summarizes and aims to institute the seminar’s findings.
• Budget and Budget Description in Mellon format - Mellon’s budget template is located here and budget description template is located here . Budget periods should align with reporting dates that work for the institution, but the first budget period must begin with July 1, 2025. For this reason, the first period may be longer or shorter, than 12 months. (Please download the templates before inputting your budget information as all Stanford applicants will be using these template links.)

Short CVs (1-2 pages) for the principal seminar organizers.  Information about other core participants should be limited to a few lines of text included as an appendix.

Please click here for the limited submissions opportunities portal (VPDoR/RMG)

Please click here for a list of recurring limited submission programs (DoResearch)

Proposal Development

Definition: A Request for Proposal (RFP) is a solicitation used by an organization in obtaining proposals or bids in search of hiring a potential supplier(s) to satisfy a set of customer requirements.

Purpose of a Request for Proposal (RFP)

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RFPs: Everything You Need to Know About the RFP Process

In this post

Importance of an RFP

Who writes the rfp.

• The RFP process

Types of RFP requests

What to prepare for an rfp.

• How to write an RFP
• Sample RFP questions
• Distributing your RFP
• RFP deciding factors
• RFP software

RFP expert tips and best practices

• RFP templates

A request for proposal (RFP) establishes a strong foundation for your organization in a procurement process. An RFP is a document that an organization provides to announce a new project opportunity to interested parties through bidding. RFP software helps companies automate the process.

Requests for proposals are time-sensitive and subject to change. RFPs make an early submission during the procurement process, especially preliminary study, a vital part of the process. You may have heard the phrase, "If you build it, they will come," from the 1989 baseball movie “Field of Dreams.” The story’s crux was that if Kevin Costner's character blew his small farmer's budget building a backyard baseball field, famous deceased players would return and play a "ghost game," allowing fans to see the greats play one last time.

Costner had no idea what he was doing. His town thought he was crazy, and even his family started to question his judgment. But he formulated a plan for developing this field, followed through, and eventually reaped a great reward.

What is an RFP?

RFP stands for request for proposal. An RFP i s a document that lists all of the requirements and needs of a project. It helps companies prepare for upcoming projects as a form of a proposal to potential contractors and agencies. 

A request for proposal is like your company's own field of dreams. Your request for proposal is the field you build. Interested vendors are the historic players who come to check out what you created and then offer you something in return.

Suppose your company is frequently contracting outside hires to accomplish projects. In that case, you must understand how to write an RFP, distribute it, and evaluate the RFP responses. An RFP is how your company presents itself to professional contacts. You should take great care that it's done correctly. RFPs are a worldwide practice, and industry alone may not excuse you from completing or responding to one. They’re relevant documentation whenever you’re ready to contract a team to complete a project. Creating an RFP is a multi-step process that involves external communication and RFP contract negotiations. From an amateur's perspective, there are countless ways to get this wrong. Therefore, let’s walk through the RFP process together, making sure you're confident in your ability to compile these important business documents on the go. Also, learn more about the best RFP tools to guide you along the path.

RFP is a mutually beneficial process. The stakeholders create an atmosphere of competition where hopeful candidates can put their best feet forward to win attractive opportunities. RFPs tell invited bidders, "Our door is open, come and make your best case." For vendors, RFP is an opportunity to look at clients and their project descriptions before any contracts are signed. This gives a vendor greater independence in choosing who to serve. Imagine discovering a client who is lacking guidance or professionalism before deciding to work with them. You may waste precious time assuming each other's goals and expectations. That’s why having expectations ironed out from the start helps your agency or organization in determining if you're a good fit. While getting paid is great, getting paid for a job your team delivered perfectly is even better.

A request for proposal is an employee's opportunity to advocate for themselves, their team, and their needs. Thus, an RFP should be written by these primary stakeholders in a project.

For example, you wouldn't ask the head of finance to write an RFP for a new website design. This would be assigned to the team that most often works with the company website, such as the site administrator or the content team.

The person or team writing the RFP should know the project well and be good at decision-making. Part of the RFP process is choosing a vendor to carry out the project, and only those invested in its success can make the best decision.

While CEOs and other higher-level executives may have daily visibility into the process, they’re not often expected to make the request.

Another part of writing an RFP is including questions for vendors to answer or address in their response. These questions can be things such as, "what is your strategy for website design ," or "what is your success rate at completing a project during the given timeline?"

A higher-level executive may not have the best insight into what kinds of questions will help determine a good winner, which is why the best person to author an RFP is the one who’s invested in the project and its outcome. 

Want to learn more about RFP Software? Explore RFP products.

The rfp process.

An RFP process includes various steps included in creating a proposal. An effective RFP process ensures seamless project management for procurement of services.

What is included in an RFP process?

• Determining needs
• Distributing
• Reevaluating
• Decision-making

Determine needs: When writing an RFP, you're essentially writing a "help wanted" ad. You should communicate important information about the project, skills needed, objectives to meet, and the timeline for completing the project. Sharing your needs will help narrow RFP applicants down to the most qualified.

Write the RFP : Like a CV or a resume, an RFP has a format. They'll change from one author to another, but it's wise to follow a common formula so that the vendors or service providers know what to expect from the document. Many online templates can help you correctly piece together your RFP.

Distribute the RFP:  Distributing your RFPs is a fine art. You’d want to propose enough to get a decent response but not become overwhelmed.

When coming up with a list of recipients, you should consider the possibilities where neither less nor too many organizations respond.

Evaluate responses: This process is time-consuming but essential. Your team of stakeholders should go through every response carefully to determine the best respondents. The method of narrowing down candidates is called shortlisting .

Once you have your shortlist or a smaller group of applicants who submit proposals, you can begin scrutinizing them more carefully. If your organization submitted a  request for information , you might have already created a shortlist and sent it to a previously narrowed list. Either way, the evaluation step will look similar to the distribution step. 

Evaluate further: After shortlisting your options, there are more questions you need to ask. Compare this to the second round of interviews. Vendors should be ready to provide additional details and perhaps even a demo. This is where pricing and the terms of agreement play a crucial role. At this step, the stakeholders should have all the information they need to make a final decision.

Make a decision: The decision-making process will vary between teams and organizations, but stakeholders should look at all options and information presented and decide which vendor can best deliver on their expectations.

When coming up with a list of recipients, you should consider the realities where either not enough or too many organizations respond.

In short, you should now be more familiar with what an RFP is and the elements that are included. You've not yet learned enough to draft your own version, but the various sections have been revealed.   

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RFPs exist in various industries and can sometimes be classified according to the industry to which they relate. Here are a few examples of the types of RFPs. This can’t be viewed as an exhaustive list. Any given industry can have its genre or RFP style.

What are the types of RFPs?

• Marketing RFP
• Social media RFP
• Branding RFP
• Website RFP
• Workplace RFP
• Government and non-profit RFP
• Marketing RFP :   Marketing RFP is for marketing agencies to seek help in creating marketing material such as case studies and eBooks. 
• Social media RFP: Social Media RFP is intended for social media marketing or management agencies to help showcase and increase brand engagement on social media networks like LinkedIn.
• Branding RFP: Branding RFP is for branding agencies to help your organization build brand guidelines and expectations. Agencies can also help you create branding content such as logos and customized slide decks.
• Design RFP: Design RFP is for graphic artists to aid in website enhancement or the development of visual materials 
• Website RFP: Website RFP is for web developers to lead website development or enhancement.
• Workplace RFP:  Workplace RFP is for senior leadership to bring in technology to help offices operate more efficiently on behalf of employees.
• Public relations RFP: PR RFP is for a PR firm with the distribution strategy of press releases and trademark protection.
• Government and non-profits RFP: Government and non-profit RFP is for government agencies or non-profits looking to contract external organizations to carry out projects such as domestic social improvement or international gender relations.

There are also other types of requests either before or after the proposal process. It’s not mandatory to complete each of the following steps, but these can widely help organizations in their overall decision-making process.

Types of RFx - request for x

RFx is an industry acronym that covers all documents that fall under the "request for" category. 

What is RFx?

RFx is an acronym (a collective term) used for "request" documents in a procurement process: Request for proposal (RFP), request for information (RFI), request for quotation (RFQ), request for tender (RFT), and so on. It stands for request for x.

Request for information

A request for information or an RFI helps organizations or teams that need additional information on a proposal before they are sure what to look for. It’s also referred to as an expression of interest (EOI).

An RFI sometimes indicates that stakeholders are on the verge of buying these external services and need more details or information before deciding. For this reason, vendors may not put as much effort into providing the information as they would into drafting a proposal.

While information can be critical to your business in determining which direction a project should go, you may also want vendors to feel that their time is being used wisely. Consider beginning with your research and issuing an RFI for something you just can't figure out on your own.

Request for proposal

Sounds familiar? A request for proposal is what we've been talking about the whole time. After receiving the information you needed, it's time to send out those RFPs. These are also often referred to as RFOs or requests for offers. Don't be confused if you see the two swapped during your research or solicitation process.

RFPs indicate that you're looking for submissions to find a solution to your business problem. Because RFPs are more actionable than RFIs, vendors may feel more incentive to respond to the RFPs. When you are ready to send out an RFP, be sure that you are willing and able to invest money in the project as an organization.

Request for quote

If numbers are the only thing keeping you from hiring a vendor, submit a request for quotation ( RFQ ). This is a document stating, "I know what I want. I'm committed to investing in this project. All I need to know is how much you would charge for it."  

Request for tender

A  request for tender , also referred to as a request for invitation, is more common about government projects or proposals. An RFT serves the same purpose as an RFQ and indicates that a stakeholder is confident in their decision to purchase their goods and services. 

Writing is not everyone's forte, and some people can get lost or overwhelmed with the words. For this reason, it's essential to start making plans before the writing process even begins. 

Drafting the proposal can be easier with effective strategies. Being unprepared can lead to a great deal of scrutiny and the need to review or reevaluate parts of the proposal. You have to remember that the quality of your request could affect a potential candidate's interest. 

If you want to receive positive attention and feedback, follow these six crucial steps before submitting the RFP. During this process, take plenty of notes, share ideas, and develop a group mind for what your RFP should include.

Select the right team

We discussed briefly that a big part of writing a quality RFP has the right people in your team. What's worse than knowing that someone unaware of your needs is in control of documenting project expectations and guidelines?

An RFP can be created by one person or led by a team. This depends on the nature of your business, project, and budget. If your company has ten employees, you probably don't want seven of them to spend days on this document. However, if you have a larger company, you may use a whole team to handle your RFP quality.

You may also want employees across departments to participate in document creation. Although the marketing team might lead a project, it can also impact sales or development.

If a marketing team is outsourcing new marketing material, that content can enhance sales pitches. Your company can also benefit from assigning employees with different roles to process the RFP.

Determine goals and measurements of success

What does your team want from this project? Perhaps you're hoping to contract a successful marketing agency to help you build an effective Facebook ad campaign. 

How will your team determine your definition of an effective campaign? Through developed leads, clicks that drive traffic back to your main website, or through total return on investment (ROI)?

Don't write an RFP unless you know how to measure the project's success. Approaching business ventures without clear expectations or goals is an excellent way to waste your money and effort. 

Even a seemingly insignificant project as restoring your office's floors should have clearly defined goals, such as completing the project within a strict timeline and under a specific budget.

Determine project requirements

A project's requirements are the specific steps or expectations that’ll help your organization meet its goals. 

Suppose you hire an agency to redesign your website. Do you have a platform to design the website on, or do they need to find one for you? Will you provide them with the design equipment, or will they have to use their gear?

These are just a few examples of things to consider when setting expectations. This ensures that you get the most qualified candidates in response. 

Build a timeline

Planning, writing, and sending RFPs can endlessly unless you have a realistic and strict timeline. Building a timeline involves communication between two separate entities. 

The stakeholders prepare the RFP, and the vendors are expected to respond with their suggestions. Failure to provide clear expectations about the due date of proposals will unnecessarily prolong the process.

Here are ten steps in the RFP process that should be considered when creating a timeline:

• Request for information if necessary
• Determine and finalize requirements and authors
• Write the first and final drafts of the RFP
• Issue the RFP to desired candidates
• Wait for candidates to express their intention to respond if interested
• Set the deadline for completed submissions
• Compare and rate the completed RFPs
• Negotiate demos or issues of an inquiry
• Make a final decision and communicate it to your team
• Record the project timeline for future reference

Know your budget  

People don't want to work for free, and they don't want to work for less than what their time is worth. You may be submitting an RFP for something that you have no previous experience with.

For example, maybe you're submitting an RFP to PR firms, but you've never had any dealings with press releases up until now. A few of your options are doing independent research or submitting a request for information that might include financial details.

While budget may not be the first aspect of your communication with a provider, it will show up at some point. It’s your job to be well informed about industry standards and what your company can offer. This will ensure you are neither under nor overpaid and can seal the deal with the perfect candidate.

Determine your wants vs. needs

This step plays a huge role in setting your budget. Let's revisit the example of an office renovating its floor. The company has carpet floored for years but is now considering hardwood. They want hardwood flooring because of its sleeker look and ability to impress visitors. However, this company constantly moves furniture, rolls around marketing materials, and receives heavy packages on dollies.

With this in mind, hardwood floors can be damaged faster than carpets or tiles. In this case, wooden floors are a shortcoming while carpeting or tiles are a need. Assessing wants and needs not only ensures that you are paying for the right product or service, but it’s also a great way to ensure that you’re making the best long-term decision.

Although you haven't started working on the actual RFP yet, you now have a pretty good idea of what you're trying to explain. You shared your thoughts on your goals and requirements and what you're looking for in a winning candidate. The pre-RFP phase’s goal is to get everyone on the same page and have a clear vision of where you're going.

“Project management can be defined as a way of developing structure in a complex project, where the independent variables of time, cost, resources, and human behavior come together.” Rory Burke Founder, Burke Publishing

How to write an RFP

To make a strong case for why a vendor wants to work with you, you need to write the RFP  in a compelling format.

The steps to writing an RFP might sound similar to writing a resume or a CV. While no two RFPs look precisely alike, vendors must recognize your document as an RFP and easily understand how to navigate it.

Elements of an RFP

RFP elements form the core of RFP. Together, these basic elements make up a comprehensive and effective proposal. Let's discuss these important elements of RFP in detail.

Project overview

Your RFP must start with a project outline, also known as a summary or background. It’s an introduction to your problem and a request for qualified help. The project overview briefly states what your company is looking for and why. If you so choose, the project overview may also include some facts about your company.

When seeking creative help, an agency needs to understand a little about your company's history, the general sentiment, and the clientele. A project overview will help agencies determine if they’re the best fit for the job.

Proposal length

Sources say your proposal should be as brief as possible and include all the relevant information. There is no reason to waste your contacts' time getting poetic or absorbing excessive narration.

Although it can be a few more pages long, be prepared that these pages only contain information that you need to know. These elements should be listed and numbered as headers. All the information under these headers should be in paragraph format.

Fact: On average, a public sector RFP is 116 pages long and a resulting proposal is 144 pages.

Proposal guidelines

Here you explain to the vendors what you’re looking for. Would you like to see examples of their work? Would you like to see case studies in which they helped organizations like you achieve their goals? Or would you want them to include the forecast cost in their proposal?

This is also an excellent time to set a deadline, so vendors know when to submit this information. Your policy scope allows you to communicate expectations so that the vendors can come up with a proposal based on your needs.

Project description and requirements

This section allows you to detail your project's purpose and the problems you’d like a vendor to solve. Think of this as a consultation with a doctor. This is where you can outline your negative symptoms and discuss how you’d feel better.

As in any medical field, it’s much easier to find a solution when patients can communicate their symptoms. Similarly, here you tell the vendors, "This is what you need to do."

If we look again at the new flooring example, one phrase might be: "The finished wood floors will be sanded, sealed, and stained before completing this project." If a flooring company doesn't have the right equipment to perform all of these steps, they know they don't need to apply for the project.

Project deliverables and scope

This part of the RFP lets you write in a list or bullet point anything you want to achieve with this partnership. This section explains what you’re paying the provider for and what they are expected to deliver.  Here are the criteria that a winner must consider when working on your project. 

Suppose you’re writing an RFP for tenders to a public relations agency, hoping they will help you distribute press releases for a recent round of funding.

The expected RFP deliverables should be as follows:

• Developing branded, engaging press releases announcing and detailing our company's latest Series C funding
• Distributing press releases to news sources and our list of corporate contacts
• Obtaining interviews and other news opportunities related to this announcement

Naming these results is important as candidates need to be confident that they can deliver well. If you’re a press release agency that distributes the documents and then moves on, you’re not suitable for an organization that needs help attracting long-term media attention.

This is also a good place to include quantifiable expectations. For example, if you hire a marketing agency to create an advertising campaign, you have goals outside of the campaign’s creation. You may want a specific click-through rate or the number of leads converted, or a return on investment.

While the agency may not have complete control over these goals, it’s essential to include them in the RFP. This way, if these goals are entirely missed after the project is completed, the agency has a clear understanding of why they should not be used again. By outlining these quantifiable goals, your vendor can develop strategies that are more likely to help you achieve those goals.

RFP timeline

The RFP process can easily drag on if you don't communicate your timeline carefully. Do you remember that long list of steps involved in the RFP process? Imagine each of these steps exceeding the intended timeline. What you were hoping to be completed in one to three months would turn into a six-month process.

Your RFP should contain a few different deadlines. Here are some important RFP dates to pre-share with vendors:

• Proposal deadline: The final date for vendors to consider and respond to proposals.
• Evaluation window: Usually an evaluation process time window between which the stakeholders evaluate proposals. Vendors should know that no decision has been made during this period. This is also a timeline where stakeholders can still reach out to vendors for additional information if they don't have what they need to decide.
• Selection deadline: The selection deadline is when providers are informed of their success in acquiring the desired project’s responsibility.
• Negotiation deadline: Negotiations may take some time to go back and forth. Set a deadline instead of a day. Send your first draft contract to the selected provider as soon as possible and let them know the date by which you must have it concluded. Avoid using language that implies your timeline is fixed. You and your chosen vendor have done a lot of work to get this far. Ensure the ball is going fast by safely telling them how long you'll be willing to negotiate the details.
• Deadline for notifying unselected bidders: This is a deadline that stakeholders should meet. If you don't let the vendors know of your decision on the day you promised, you might be bombarded with phone calls and emails asking for your final decision. Furthermore, missing your deadlines is a breach of trust that starts your project off on a bad note. If you fail to meet your deadlines, send the okay for others not to meet them either. This corresponds to the selection period. Winners and unselected bidders should receive responses on the days they were promised as this shows respect for their time and energy put into the project.
• Timeline for project completion: These are the dates on which the stakeholders hope to see the project’s activities. This timeline can include different phases: Setup, initiation, planning, and completion. If you’re unsure of how long it should take a professional team to complete your project, you have the flexibility to extend the deadline for completion. In the early stages of the project, ask your supplier or bidder for their estimates and set the intended deadlines accordingly.

It's easy to get overwhelmed when you think about this process. The details of the above timeline seem as detailed as a newborn's feeding schedule and almost as essential to get right. But with a competent and knowledgeable team at the helm of this ship, it won't be as difficult to formulate a reasonable schedule and take less time to complete a project.

Start at the very beginning. After determining a start date, you can take it a step at a time, reasonably considering how long each part of the process should take.

The good news is that you won't be the first organization to complete an RFP. If you're struggling to set a timeline, reach out to other teams or organizations and see how they put their dates and whether their timelines were actionable. Every process will be different, but asking around can't hurt!

This is not a mandatory item to include right away, but it can help speed up processes. You shouldn't necessarily indicate your budget for the project but rather ask bidders to provide a detailed estimate of their services cost. For which services would the bidder expect payment? Is the price a one-time payment, or is it repeated every week, two weeks, or every month?

Since budget is a massive factor in the bidder, your team or organization selects, make it clear that you want to understand every part of the cost. If price is important to you, then communicate the first time you need to know all of the costs involved.

Work examples

This step is pretty self-explanatory. Before deciding which team or company to choose to achieve your goals, it’s essential to know what work they’ve done in the past. 

While this section of the RFP is optional, it provides an opportunity to request examples and success stories in submitted proposals. By looking at different instances, you can determine whether a particular company can deliver your work’s style or quality.

Tip: E xamples are not the same as specified work that the vendors will do for you. In many artistic or digital service industries, asking someone to work for free is frowned upon.

If a vendor’s examples aren't enough to get an idea of the work they can do, consider paying for samples rather than expecting the work to be free.

Selection criteria

Finally, bidders should know what you’re evaluating their proposals for. Think of this as your rubric, something for them to follow to the letter if they expect your serious consideration. Will you rate bidders based on their experience or previous work? Is the cost a significant factor? Would you like bidders to be experts in their industry with a lot of technical knowledge and skills?

Like the qualifications, the selection process and criteria should also be bulleted. This doesn't have to be a word-for-word repetition of the things you've already said, but a reminder that the requirements you list play a huge role in your decision-making process.

For example, a selection criterion for a marketing agency could include:

Work experience: The time a bidder has spent in the marketing industry influences our evaluation of the right candidate.

The selection criteria section is an excellent time to set the deadline again. This underlines your prioritization of punctuality and the desire to get the ball rolling quickly.

Contact information

There's no point doing any of your work if you don't provide information to submit. Ensure that the end of your RFP offers a way for bidders to send you their proposals, whether it's an email for digital copies or an address for hard copies.

Sample RFP questions

We've talked a lot about setting your goals and choosing a knowledgeable team that knows what questions to ask in the RFP. But what do we mean by that? What questions should you ask the bidders?

While the answer will vary from genre to genre or from industry to industry - think marketing, PR, and government RFPs - there are still some questions that can be used regardless of the industry. Below are some examples of questions that you can include on your RFP that, when answered, will provide a broader view of the bidders you are looking to hire.

Why should I choose you, and what would you bring to the table?

Is there anything more frustrating than holding the hand of someone you thought was qualified to get started on a project of their own?

When you've decided to outsource a project or business, you want someone else to take on much of the responsibility and the burden of creativity. It could be very beneficial for your team to inquire about a bidder's motivation and how they intend to think critically about your project.

You shouldn't expect from a bidder that they have your entire project planned in their response to your tender. Until you pay someone for their work, they’re under no obligation to create plans or products for you.

This question is more of an interview-style question aimed at searching your brain for general skills and a willingness to go beyond the standard "This is my resume” answer.

What qualifies you for work in this industry, for our company?

Before submitting an RFP to any agency, you should already be reasonably confident that they’re qualified to complete your project. With this question, you’re not asking them to show you a certificate or their master’s degree. They don't have to prove themselves to be professionals.

Moreso, you want to be sure that they understand the type of project you’re hiring them for and that they’re a good fit for your culture and expectations. A bidder can have all of the world awards and still not really "get" what you ask of them because of a difference in vision or personality.

Just like when interviewing an applicant, the winning agency or organization should match a good culture. Ask about their strategies or philosophy about design (if your project is design-driven) and other questions that positively impact how they’ll work with you.

Which employees or team members would help us on this project?

Everyone knows that projects are often about people. Who you have on your side could make or break the project. In your RFP, ask who meets your requirements and influences your goals.

It's like going to a new salon and choosing a stylist. Do you want a beginner whose price is slightly reduced, or do you want a master stylist for a higher price? 

This is not necessarily the strategy companies use when making proposals. Still, the idea is the same: Will you be able to work with more knowledgeable people, or will they assign you someone new and not as experienced? 

Sometimes highly talented people are overlooked because they’re just starting. That’s why requesting samples is an effective way to determine skills. Rather than judging a team or employee by their tenure in a company, check to see if they've done work that you respect and admire.

Writing an RFP is a multi-faceted process that feels like writing your thesis. It shouldn’t be complex, especially when you have a competent team to manage it with you.

Just take it one step at a time and delegate the work to a place where it’s evenly distributed among team members. In this way, nothing is left out or forgotten, and no employee feels burdened with the weight of the entire document.

If you work alone, that's fine too. Develop your timeline early on, and then take it one step and one day at a time.

“Collaboration is the best way to work. It’s the only way to work, really. Everyone’s there because they have a set of skills to offer across the board.” Antony Starr Actor, The Boys

Distributing your RFP

So you've come this far. A dedicated team has identified your company's project requirements, and you have shared your RFP goals. You later decide on a schedule for several project elements and reevaluate your proposal before distributing it. What now?

An essential step in distributing your RFP is creating a recipient list. You should carefully compile this list to get the "sweet spot" number of responses. Some people believe that sending an RFP to too many recipients is detrimental to the process because few teams have the time or resources to sort through numerous responses. 

According to  Computerworld , it's much better to do independent research and reach out to contacts who are likely to send back the best answers or companies that you already believe will be a good fit for you.

Another thing to consider is to respect bidders by not luring them with RFPs that you don't want to select them for. While a suggestion is a chance for them to prove themselves and their skills, you should also play fair.

Don't send RFPs to 12 different organizations when you only have four in mind. Some companies want to know in advance their chances of winning and may decline the submission if the odds seem low. 

In that regard, sending RFPs to too many companies has already limited your potential responses. As for deciding who to send your RFP to, there are many ways:

Proposal deadline

You have a network of professionals who’ve likely gone through similar processes of outsourcing website design, marketing campaigns, or documenting press releases. Ask around! When companies have good experiences, they’re happy to share them with their networks.

Likewise, your network can keep you from bidders who notoriously fail to keep their promises. Word of mouth is an effective advertising tool that you don't even have to pay for. 

Use the people you know to determine who they know and decipher whether their previously hired staff might be a good fit for your project and needs.

You have already hired a competent and knowledgeable team or part of this team to oversee the proposal’s creation. Why don't you trust them to investigate where to send the RFPs? 

There is no such thing as a perfect formula. All you need to do is find a few agencies or potential vendors who feel they have already excelled in your project genre and send them a bid.

Additionally, websites like G2.com have a list of service agencies with verified customer reviews that can help you narrow down your options. Service agencies are often limited by location. So make sure you limit your search or options to organizations that can serve your area.

Working in your industry has undoubtedly led you to meet people at launch parties, networking events, webinars or professional conferences. Search your pile of collected business cards to see if any of the people who impressed you are in the industry you need help with.

Browsing through contact books can help find options for people you have already met and maybe more comfortable working with. Even if these contacts don't end up working for you, they may have connections of their own, which links back to the "recommendation" genre.

The physical distribution of the RFP is up to your wishes. It's a digital age, and many companies expect communications to fall in that direction. Because of this, it’s acceptable to distribute the RFP via email or some other file storage and sharing solution. You can safely deploy it so the recipient can't make changes, and it's also securely hidden from external viewers.

While your RFP is not the most sensitive documentation you have, it’s confidential information that doesn’t need to be shared with external contacts. Keep your plans private, so there aren't any interruptions, setbacks, or unsolicited proposals.

Snail mail is an acceptable way of distributing RFPs. However, think about the reason it's called "snail mail": it's a slower way of doing business. Sending physical copies increases delivery times and, by default, can delay delivery or other processes.

However, this method has its advantages. Some believe that snail mail is even more personal and that a physical copy of your RFP gets directly into your recipient’s hands. You can also use this method to send your RFPs to candidates. However, you either need to speed up the package or accept a longer process.

RFP deciding factors

A kid in a candy store has no idea where to start. They want Rolos and Smarties, chocolate turtles, and caramel taffy. They were so overwhelmed by the options they were either cluttered or frozen from indecision.

If you decide on a proposal, you don't want to feel like this kid. You want to have a strategy and feel ready to have several viable options.

Just like when deciding on a candidate, you may have suggestions that make choosing quite tricky. This means that you have delivered a compelling RFP that not only inspired candidates to apply but also sent a quality proposal back to you.

With a bit of preparation and trust in the process, distributing an RFP doesn't have to be a scary process. Here are a few factors that should help you make up the bulk of your RFP assessment process and choose the right bidder.

By searching for compliance proposals, you can make decisions quickly. This step asks, "Have you done what I asked? Are you qualified in the manner we requested? Is your budget somewhere within our capabilities?"

This step is precious when you have a large number of proposals to complete. If a large-scale proposal doesn’t meet the requirements, then you have a good idea that this bidder is not suitable for your needs.

Granted, you should show a bidder the same respect they showed you when applying for the position. Don't just skim over their hard work and mark red Xs on each side. Mark it as non-compliant after carefully reviewing the documentation. Also, write down your reasons in case they come up in later conversations.

Evaluation and scoring

Now that you've got rid of some suggestions that don't meet the requirements, it's time to evaluate and rate the rest. 

Assessment is difficult. You want to use your staff or team's time wisely while ensuring that every suggestion is carefully considered. Below are a few assessment strategies that you can use to streamline this process.

The split up

If your team has standard criteria and everyone understands what a good proposal looks like, you can ask them to split the work and accept a few bids at a time.

You can set up a meeting where each employee speaks up for or against the suggestions they've evaluated and gives the entire team an idea of what has been submitted.

 One problem with this is a suggestion that sounds bad to one employee can sound great to another. The aim is to judge according to the standard criteria mentioned above.

When each employee looks at these suggestions objectively, they should communicate their merits in a professional, factual format. 

Standardized training or shadowing is a great way to get your employees on the same page. Trained staff with a detailed rubric will lead to more coherent results.

Share and score

With this strategy, team members are assigned sections of each proposal they read and compare. For example, a team member can be set to rate each "experience" section. If there are five suggestions to be examined, all five experience sections are assessed, and notes are made for each. You would then order the sections using a given rating system. Different team members would do this for each section. At the end of the evaluation, each proposal would have multiple ratings that you could add together to determine a total.

of RFP proposal scores lack consensus.

Source: RFP360

This number serves as a grade and shows stakeholders how various suggestions, based on employee reviews, meet their standards. This also allows employers to become experts on the different parts and compare apples to apples on a micro-scale.

Multiple eyes 

This strategy is best for organizations that have limited their choices to a few suggestions. Have each team member review each request and take notes of their impressions for maximum visibility.

This is the most time-consuming option, but it also ensures that everyone with decision-making authority sees every suggestion.

The scoring doesn’t only have to be present in the standard strategy. Creating a scoring system for scoring proposals of any kind can help your team get opinions out of the process and use an objective scoring system instead. Decide what you value most and give these sections the most significant weight.

For example, if someone's experience is paramount to your team, rate them at 30 points, while you might place a bidder's samples or price projections at 10 points. This is just a suggestion and will change depending on what is vital to your organization or business project.

Shortlisting

In the RFP process, a shortlist is a narrowed-down group of bidders that your organization has determined are suitable for further consideration or negotiation.

The shortlist is sometimes created after submitting an RFI, while other organizations create their shortlist after the review or assessment process is complete.

Once your team has carefully worked through the submissions, you can select the candidates you want to review further. These are your contact points or your shortlist.

Negotiations

You may have narrowed your selection down to two bidders, but you’re curious to see if you can negotiate on price or schedule. This will be one of your last windows to do this. Once you have decided on a bidder, it means that you’re happy with many of the details listed in their offer.

Granted, you can negotiate at any time during the contract development process. However, the bidder knows that they have been selected at this point and may not be so willing to change specific terms or agreements. 

While you should never take advantage of the people vying for your business, this is an excellent time to assess their flexibility before deciding.

If determinations prevent you from deciding between your final options, take this time to ask additional questions. Obtaining more clarity about details can only help both business partners.

In some cases, you can invite bidders to submit a Best and Final Offer (BAFO) that includes the details of their technical and financial proposals. This step is optional and precedes the contract negotiation. 

A BAFO can be used as a tiebreaker or as an opportunity for bidders to re-address unclear proposals. Essentially, when the submitted suggestions are insufficient for a stakeholder to make a decision, BAFOs can be requested.

Don't invite every bidder to submit a BAFO unless you’re still considering every bidder. BAFOs are requested late in the decision-making process and are only proposed to further convince you of a bidder's desire and ability to win your project. BAFOs are treated as an additional proposal and are rated and rated similarly.

It's the moment everyone has been waiting for. You are ready to let your contacts know of the final decision. The original RFP is a blur in the depths of your mind. Your dreams have been filled with suggestions for days.

Every working meeting revolved around bidders and negotiations, as well as quotes and information, but now it's done. You are ready to share the selected winners and thank all other contestants for their hard work.

As discussed in the timeline section, you may want to leave a window of time between informing your winning bidder and sending rejection notifications. 

After picking a winner, you still have contract negotiations and documents to sign before everything is official. Leaving that window of time allows for error and lets you regroup if things fall through with your first choice.

When notifying your winner, you’ll need to provide a schedule and expectations for contract negotiations. If the organization is local, decide whether to negotiate digitally or in person. 

Give them some time to accept or decline the opportunity and, once accepted, start conversations about when to get the ball rolling. You can find the dates in your given timeline.

Out of five, maybe ten proposals, you have narrowed your options to one, which means you have multiple bidders to hear their rejection. You mustn’t slack off for fear of an awkward conversation.

You and your bidders have come a long way together and deserve a respectful and, if possible, personalized rejection! 

Here are some tips on how to easily let down rejected bidders whose services you may want in the future:

• Send emails individually.  This is not the stage to start sending bulk emails. Sending a personalized email would ensure the bidders that you took time to consider their bids.
• Use names.  When you address the email with a company, or better yet, a person's name, your investment in that candidate and process becomes further apparent. While parts of the email can be a template response, it takes a few seconds to add a name or two. Provide some explanation while maintaining privacy if necessary. This organization has been fighting for your attention and business, and you may have communicated and negotiated a lot. Now is not the time to say, "We have gone in a different direction." The chances are that the bidder would want to know exactly why they were not selected. So it's okay to address that in this first email.
• Reiterate your thanks.  The bidders have invested hours, or maybe weeks, developing a proposal and communicating it to you. Try not to sound generic or mechanical. Let the bidders know how much you appreciate their hard work and efforts.

Now that you have spent so much time finding the perfect candidate instruct them to get started on the project and deliver what they promised.

After evaluations, decisions, and negotiations, the project is mainly out of your hands. You have hired a qualified candidate to take your vision forward. Your job now is to receive and evaluate updates and to push your winner to stay on schedule.

RFP software

There are two different types of software solutions that can be used to aid companies in the RFP process.

Forms automation

Perhaps you are endlessly writing these long documents, wondering if there’s any way to speed things up and stop focusing on the mechanical parts of the RFP process. An excellent tool to help you in this process is a  forms automation  solution. 

You can customize built-in templates to create robust RFPs. A forms automation solution is also helpful in contract negotiation as it can help you develop contracts or other documentation for sales.

Proposal software 

Proposal software  is aimed at the bidders who respond to your RFPs. Many bid management tools can generate automated RFP responses by reading your document and gathering the necessary pieces, usually taken from the company's portfolio.

Using proposal software doesn’t necessarily mean that a company hasn’t made an effort in its submissions. While the tool formats a proposal, your team will often review it to ensure everything looks good.

Investing in proposal software is a testament to a company's commitment to delivering instead of submissions.

Putting together your first RFP can be daunting, but everyone has to start somewhere. Even the most seasoned RFP professionals face the same challenge as you.

Fortunately, we can use these expert tips and best practices to help beginners tackle their first RFP. Here are five RFP expert tips and best practices for beginners:

1. Don't forget to build relationships

“At the end of the day, my one piece of advice is work to try and form a relationship as opposed to spending hours on strategy for the RFP.

The very first account we ever landed took nearly four months of reviews, meetings, presentations, and back-and-forth dialogue before we secured the account. And while it seemed like a massive win for the company, we wound up barely breaking even after we accounted for all the hours put into the project.

Admittedly this is easier said than done, and you can't always avoid the RFP process, but I started sending handwritten notes to the folks involved when we were lucky enough to be included in the RFP process. 

The note would typically further introduce them to our firm, invite them for coffee or a quick meeting to discuss their needs, and thank them for thinking of the firm. 

I found that our most successful accounts started with this process as opposed to completing a formal RFP as we had the opportunity to meet two to three times and form a relationship as opposed to the relatively cold RFP that every firm can create."

2. Be prepared to define RFP objectives accurately

"I remember being in charge of my first RFP. It was a nightmare. Even when I didn't think I was fully prepared, and looking back, I realize I wasn't prepared AT ALL.

My number one tip for an RFP is that you're doing it to achieve something - and the better you can describe what you're trying to reach, the more likely you are to make an apples-to-apples comparison between vendors or partners.

If you leave things too broad, it becomes almost impossible to compare options equally, and you're almost certainly going to make a less informed choice. 

It's the number one reason we see projects have budget or scope issues, is because the objective gets refined throughout the engagement rather than being defined adequately from the start."

3. Review the RFP requirements

"Review the RFP requirements and instructions with a fine-tooth comb and review it often. Frequently, people have their RFP rejected or disqualified for missing one minor condition. Remember that the entity releasing the RFP will receive a lot of responses.

One of the first things they will do is scan to make sure all requirements are met. This is a way to help them eliminate and reduce the number of RFPs they have to review. You don't want all of those hours of hard work to be for not."

4. Know the difference between RFP, RFQ, and RFI

"Before getting started, make sure you are clear on the purpose of the RFP and if it is needed versus an RFQ or RFI:

• An RFP is a more formal approach when sourcing a specific spend category (service or product) to gain insight into qualitative and quantitative aspects of what the market has to offer and who is offering it.
• An RFQ is used when pricing is the driver of your decision versus the supplier service offering (although still an important factor).
• An RFI helps with fact-finding about which suppliers may be viable to fulfill your requirement and should be considered during other sourcing activities, such as an RFP.

When developing an RFP, the documentation should not be over complicated; it should provide enough detail on who the customer is, what the need is, and provide specific instructions and participants’ expectations. If the request is explicit and to the point, responses should allow for more informed decisions to be made."

5. Communicate and automate RFP

"Communication is key. To have a successful RFP, it is important to share honest, relevant vendor information regarding your priorities with potential clients. Establishing open lines of communication will improve efficiency and foster fruitful, long-term relationships.

Automating the RFP process saves time for everyone involved. With automated RFPs instead of manual RFPs, you can send vendors’ requests and receive bids within just a few clicks. When you're ready to evaluate your bids, they are automatically collected and organized in real-time."

- Tarek Alaruri, Co-founder at Fairmarkit

Tip: G2’s Team Buying Tool makes it easier to identify certain vendors that are the best fit for your job. Collaborate with your buying team to gather requirements, prioritize needs, create a vendor shortlist, and evaluate the vendor products – all in one place, all for free!

RFP templates

You are not the only organization writing an RFP, and you’re not alone if you need help understanding its functionalities! There are resources designed to help you better understand and carry out this process. Download our free RFP template  to streamline your RFP process and build a successful RFP.

You're ready for your first RFP!

We've covered a lot together until now. You learned the basics of RFPs, types of RFPs, writing an RFP, distributing an RFP, and scoring a response to an RFP.

You built your field, distributed your area, and evaluated your domain’s responses. You did more than Kevin Costner dreamed of. You should be proud of everything you have achieved and learned.

A daunting RFP process now feels manageable and accessible. There’s no reason why it should be scary or challenging anymore. So go ahead and get started with your first RFP.

Grace Pinegar

Grace Pinegar is a lifelong storyteller with an extensive background in various forms such as acting, journalism, improv, research, and content marketing. She was raised in Texas, educated in Missouri, worked in Chicago, and is now a proud New Yorker. (she/her/hers)

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33 of the best RFP examples: Explore sample RFPs by industry

RFP examples

• Advertising and marketing RFP examples

Business operations RFP examples

Construction rfp examples, financial rfp examples, healthcare rfp examples, technology rfp examples, best practices and examples for writing competitive rfp responses.

• Tell your why
• Show you’re human
• Share a testimonial
• Customize answers with specific deliverables
• Be succinct and real
• Make life easier for the issuer
• Elaborate when appropriate
• Say no with style

Advertising and marketing RFP examples 

Agency rfp example for creative and media buying services.

Inside this request for proposal, you’ll find a great example of how to provide plenty of background and project information to guide interested agencies. Issued by the Monterey County Convention and Visitors Bureau, the RFP seeks an agency of record for a long-term relationship. Accordingly, the document includes links and details about the county’s business plan, target market and team structure.

Branding RFP example

Most of the RFP examples you’ll see have a very formal tone with lots of official-sounding jargon. Consequently, that’s why this branding RFP example stands out. The Children’s Defense Fund, a nonprofit organization, uses approachable, conversational language to convey their goals and values. Not only does this make the RFP stand out from others, but it also gives potential vendors a sense of what it’s like to work with the Children’s Defense Fund.

Communications consultant RFP example  

The town of University Park’s RFP for a communications consultant includes a number of requested services. From creating content to social media management, the town outlines their needs in the document. This sample communications RFP strikes a nice balance between background, participation guidance and questions. 

Digital advertising services RFP example

This helpful request for proposal sample comes from Lake Land College. Easy to navigate and read, the RFP clearly outlines the services needed, submission requirements and RFP scoring criteria. Indeed, the document contains a helpful and easy-to-follow grid.  

Digital media RFP example

This RFP from the City of Savannah, Georgia, offers a good example of a detailed scope of work, RFP questions tailored to the project, reference requirements and a list of required capabilities. In addition, the RFP makes the evaluation process and timeline clear. The City of Savannah seeks a marketing firm to help recruit qualified police officers. While the beginning of the RFP includes a lot of standard terms and conditions, the rest of the RFP delivers crucial information for interested vendors. This is a great example of how to write a thorough scope of work, customized RFP questions and a capability/need overview.

Graphic design and copy editing services RFP sample

When you open this RFP from WE ACT for Environmental Justice, you’ll see that they get right down to business without delay. Indeed, this RFP for graphic design research report is very direct — they outline the scope of services on the very first page. Furthermore, this no-nonsense approach translates to their proposal criteria which is only three items. Specifically, the RFP requests that the proposal detail the candidate’s qualifications, examples of their work and proposed fees. 

Graphic design services RFP example

As a counterpoint to the short, project-based RFP example above, this RFP for ongoing design services is considerably longer. At 57 pages, the RFP includes background information, proposal and submission instructions, their RFP timeline and scoring criteria.

Public relations RFP sample

In this RFP example, the attention to detail, visual appeal and thoughtful approach convey the high expectations of the organization. In addition, the document itself reflects The Brand USA’s style and values. The subtle but impactful approach will attract the attention of marketing firms with similar high standards.

Social media RFP example

Generally, RFPs for social media services are either for ongoing management or campaign-specific projects. In this sample social media RFP, Newcap, Inc. seeks a partner for a year-long partnership. Helpfully, the document clearly specifies the company’s goals and the help they need to achieve them. However, the RFP questions are relatively general which may make vendor evaluation difficult.

Data analytics RFP example for consultant and solutions

When New Jersey City University (NJCU) decided to leverage their data to better understand their big-picture impact, they created this RFP. In the RFP, you’ll find details about the university’s desired outcomes as well as their requirements including a supplier diversity policy . Additionally, this RFP has a thorough list of RFP questions to inspire your own RFP.

Legal services RFP example

Great Rivers Greenway District is a political division in the state of Missouri. As such, they require a wide variety of legal services including legal research, drafting, regulatory advice and litigation. This sample RFP provides a useful list of RFP questions that are unique to legal service procurement. In addition to the standard proposal evaluation process, the organization will invite shortlisted candidates to interviews with RFP presentations.

Insurance broker RFP example

When you’re looking for an insurance broker, you want to work with someone who can serve all your needs. For the Public Health Institute, that means finding a broker with a wide-range of carrier relationships. For example, they maintain policies that cover crime, inland marine and cyber liability, in addition to more common coverages. In this RFP example, the organization makes their needs clear. Additionally, they share their RFP weighted scoring values to help vendors focus on the most important factors.

Project management RFP example

Ahead of a potential remodel, Morrow County issued this sample RFP for project management services. Specifically, they issued the RFP to seek help determining the facility needs, potential options and merits of remodeling versus new construction. Not often seen in other RFP examples, this RFP clearly states three pass/fail criteria: on-time submission, proposal completeness and the number of copies included. While these things may seem minor, they communicate to potential vendors the seriousness of the project and the sense that the organization has no time to waste.

Architectural services RFP example

The City of Urbana used this sample RFP for architectural services to identify the best firm for three specific projects as well as potential future work. Consequently, you’ll find this detailed RFP helpful whether you need to issue an architecture RFP for a one-time project or for a long-term partnership.

Architecture and engineering services RFP example

When you face a one-of-a-kind procurement project, specificity is key. Certainly, that’s the case with this sample RFP for the Metropolitan School District of Washington Township in Indianapolis, Indiana. The RFP outlines the goal of ensuring equitable access throughout the school district. It specifies the desired qualifications and experience and offers visual elements to help interested firms develop their proposals.

Commercial real estate brokerage RFP example

After operating from a communal office space, the Clean Power Alliance of Southern California was ready to find a new location for their 40 employees. They subsequently issued this real estate RFP, which serves as our next example. The RFP includes a timeline, proposal requirements, evaluation criteria and a detailed scope of services.

Construction management services RFP sample  

While this RFP example is relatively short at only seven pages, it’s packed full of information without being overwhelming. Indeed, on the first page, you’ll find Incourage Community Foundation’s vendor priorities for their Tribune Building remodel. They’re looking for a local company that prioritizes diversity, talent development and sustainability. Additionally, they provide plentiful background information and history about the building and site.

Design-build RFP example

This design-build request for proposal example is from the city of Summit County, Colorado for a public shooting range. The RFP establishes a deliverable timeline and provides a detailed list of evaluation criteria.

Engineering services RFP

The County of Caroline, Virginia created this sample RFP for engineering services to find the right vendor for a three-year contract. Indeed, the document specifies the county’s engineering needs including responsibilities throughout research, planning, design, negotiation and construction phases. Each phase is broken down into bullet points with detailed responsibilities.

Asset management RFP example

Banking services rfp example, endowment manager rfp example, investment management services rfp example, electronic medical record (emr) support services rfp example.

Digital transformation is driving rapid change in the healthcare sector. Indeed, one of the most noticeable aspects of this change is the prevalence of electronic medical records. Because these systems are constantly evolving as needs change, hospitals and health systems often need to find support services for their EMR systems. This RFP template from CNY Care Collaborative is a great example because of its detailed and comprehensive guidelines, RFP criteria and background information.

Health clinic services RFP example

This RFP for health clinic services covers a variety of services required by Deschutes County, Oregon. From employee health clinic marketing to pharmacy operations, you’ll find an extensive list of vendor requirements specific to healthcare services. To standardize pricing proposals, this RFP provides an attached RFP pricing table form for vendors to complete.

Health portal RFP example

Making the right choice in procurement is crucial. Indeed, it’s particularly important in healthcare, where the impact can literally be the difference between life and death. Luckily, there are a lot of health portal RFP samples including this one from the National Learning Consortium. The template allows for in-depth explanations, background, vendor requirements and scope expectations for vendors. 

Hospital strategic planning consultant RFP example

For hospitals, successful strategic planning often requires an outside perspective. Indeed, the goal of this RFP example, from the University of New Mexico Hospital, is to find the right consultant team to evaluate the hospital’s current state, major competitors, new opportunities and potential future trends. The evaluation criteria include an emphasis on the consultancy’s technical approach, management approach, experience and overall cost — a common trio of measures for consultant service RFPs.

Pharmacy benefits manager (PBM) RFP example

This sample RFP from the Employees Retirement System of Texas solicits bids from pharmacy benefits managers. It is notable for the tools it includes to help vying vendors submit proposals that are complete and compliant. For example, the document includes a helpful deliverables checklist, pricing tables, and a fillable RFP response.

Everything you need to know about healthcare RFPs

Case management software RFP example

As you might expect, this RFP for a legal software solution, from the city of Duluth, Minnesota, is detailed and comprehensive. The document includes additional forms to speed the contracting process. As with many in the government sector, this software RFP requires a paper response in addition to a digital one.

Information systems risk assessment RFP example

Like many modern organizations, the National Association of State Workforce Agencies manages a lot of data, including potentially sensitive information. Consequently, this RFP explores the scope as well as the expected deliverables to help them identify the right partner for this project. It’s a great start for anyone looking to engage a third-party for a systems security assessment.

Mobile app development RFP example

Of all the RFP examples, this one may be the most unusual. Issued by the Hemisfair Park Area Redevelopment Corporation, this RFP seeks to find a partner to develop an augmented reality mobile app. Specifically, the goal is to provide visitors a one-of-a-kind experience while walking through a park filled with trees planted in memory of donors’ loved ones. Because of the unique nature of the need, the RFP includes a general vision of the project, maps of the area and specific functionality required.

Software development RFP example

From project planning to implementation, this RFP example from Housing Opportunities Commission of Montgomery County seeks a partner to provide the full range of services. The RFP breaks down into two primary projects. Specifically, the RFP identifies the need for a meeting tracking system and a Freedom of Information Act (FOIA) request system. While the document doesn’t identify specific scoring weights, it does provide very specific directions for vendors as well as a detailed timeline for the project.

Website design and development RFP example

Thorough and detailed, this RFP for website design and development from Design Lights Consortium is a great example of how to set your prospective vendors up for success. The project-specific questions in the RFP are direct and will make it easy for the organization to compare the results. In addition, the RFP asks a number of project-specific direct questions that will enable the organization to easily compare their options.

We probably don’t need to mention that RFP response storytelling is not about making up characters and plotlines. Your job is to use the company’s story to sell a product or service. Write for your audience, not award committees or even yourself.

The following are some of our recommended best practices.

1. Tell your why

As every middle school journalism teacher will tell you, there are six elements to a good story: who, what, where, when, why, and how. It’s the same with RFP response.

“Who,” as we mentioned above, is about your company, not your founder (with an exception we’ll talk about in a moment).

“What” is the product or service. “Where” is less about your location than the product or service (e.g., Where will onboarding take place? Where are your products manufactured?). “When” should outline deliverable dates. “How” is pretty self-explanatory, but what about “why?”

“Why” is an opportunity to genuinely resonate with your audience. Perhaps your company began because your founders were once in the customer’s shoes, or they saw a need that they were in a position to fill.

It might be tempting to include “why” when responding to a question about your company’s founding date or one that asks about product specs, but you’ll run the risk of annoying your customers by using valuable space for what they might see as superfluous information in those contexts. Also, you might have character and space limits.

Unless the RFP offers organic opportunities to present your “why,” save it for the cover letter.

RFP response example:

If, for example, a company wanted to improve efficiency. Here at Responsive, we might say something like:

“We understand your desire to improve efficiencies in your organization. We founded Responsive for that very reason. Our platform helps you take back time to spend with your customers, family, and of course, on yourself.”

2. Show you’re human

Individuals and company decision-makers all want to feel good about their buying decisions. Highlight the good that your company does.

At Responsive, we’re proud of our workplace ideals and culture. But simply patting ourselves on the back might seem inauthentic. We let our employees speak for themselves. In our RFP responses, we often include something like:

“Responsive is committed to a diverse and inclusive work environment. Our employees voted this year, and we were honored as a Comparably Award winner for Best Outlook, Best CEO for diversity, and Best Leadership team.”

3. Share a testimonial

Who better to speak for your company’s quality and customer service than your customers?

We might, for example, use the words of Responsive user Brian Z. :

“Hundreds of hours saved in responding to questionnaires and RFPs. Responsive offers very competitive cost savings over most of the larger RFP software providers. The same functionality at a fraction of the cost of the big guys. Customer support is top-notch — all questions or requests for help are addressed within the same day (or within 24 hours at most). Great, direct support from the management team — no call centers, no outsourced product support. You get assistance from people who helped build the product.”

4. Customize answers with specific deliverables

When an RFP asks about deliverables, the customer wants more than just a timeline. They want to know that you understand their needs. If you sell a product, how long will it take for the customer to receive it? If you sell a service, what is the onboarding process? Sure, it’s easy to answer these questions with dates or predicted time from purchase, but remember, you’re telling a story.

Let’s pivot from Responsive for a moment. Perhaps your company offers SEO services. Rather than simply listing timelines, say something like:

“At ____ SEO Consultants, we value partnership with our clients. First, we’ll meet with your content strategists to help devise a plan to leverage your strengths and highlight your values. 

On average, we will deliver a detailed SEO strategy within X months.

By month Y, we will begin weekly strategy meetings with content writers and key stakeholders. Implementation will be ongoing but expect your first results within Z months.”

5. Be succinct and real

Most products or services are relatively dry. If you’re in tech, things can get rather *um* technical. If you sell a product, you might have to explain its manufacturing or logistics.

Odds are, the procurement person looking at your proposal has high-level knowledge of what they are seeking, but their eyes might start getting bleary if you go into too much detail, especially technical detail. Avoid jargon as much as possible.

If, for example, the RFP asks about your approach to project management. Rather than describing your methodology or Gantt chart, say something like:

“Our project management team is agile. We tailor our proven process to each client’s unique needs with the main steps remaining consistent: build, test, and deploy to deliver value.”

6. Make life easier for the issuer

Reviewing a (long) proposal is a tedious enough process, don’t also make the issuer do extra work digging to find answers. Rather than directing them to an attachment or a URL to find the answer they’re looking for, answer their question within the proposal itself. In addition, you can always provide an attachment to expand on your answer or offer supporting evidence for it.

“We practice secure application design and coding principles. Engineers are required to undergo security training for security awareness and secure coding.

We use third-party services to perform vulnerability/application security scans annually.

The most recent penetration report is attached to this package.”

7. Elaborate when appropriate

What to look for in an rfp response tool.

Responding to requests for proposals (RFPs) is often cumbersome and time-consuming, which is why many organizations look for an RFP tool to streamline the response process.

8. Say no with style

No one likes to pass up a business opportunity, but there are times when your company won’t be the right fit, and there’s nothing wrong with that. Rather than responding to an RFP and misleading the customer into believing that yours is the right solution, tell them “no” but do it the right way.

A well-composed “no” response might help open doors to future opportunities with the issuer.

Imagine the customer is looking for a specific integration you don’t currently offer. Instead of a simple “No, we do not integrate with that tool,” say something like:

“Currently, the solution does not integrate with XYZ tool. However, a potential integration is on our 6-12 month product roadmap. We would love the opportunity to partner with you in identifying the best path forward to build an XYZ tool integration.”

Procurement and response professionals are two very distinct sides of the same coin. While that is true, both their jobs require a wealth of company and customer knowledge, ideally contained in one single source. 

Request a Responsive demo to explore how you can transform those two disparate teams into integral parts of a sales cycle, ensuring that you have the tools you need to create your products or services, and drive growth and profitability. 

• Bids and tenders: Best practices and process
• Understanding AI RFP software
• How to choose a proposal management solution
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• Indian J Anaesth
• v.60(9); 2016 Sep

How to write a research proposal?

Department of Anaesthesiology, Bangalore Medical College and Research Institute, Bengaluru, Karnataka, India

Devika Rani Duggappa

Writing the proposal of a research work in the present era is a challenging task due to the constantly evolving trends in the qualitative research design and the need to incorporate medical advances into the methodology. The proposal is a detailed plan or ‘blueprint’ for the intended study, and once it is completed, the research project should flow smoothly. Even today, many of the proposals at post-graduate evaluation committees and application proposals for funding are substandard. A search was conducted with keywords such as research proposal, writing proposal and qualitative using search engines, namely, PubMed and Google Scholar, and an attempt has been made to provide broad guidelines for writing a scientifically appropriate research proposal.

INTRODUCTION

A clean, well-thought-out proposal forms the backbone for the research itself and hence becomes the most important step in the process of conduct of research.[ 1 ] The objective of preparing a research proposal would be to obtain approvals from various committees including ethics committee [details under ‘Research methodology II’ section [ Table 1 ] in this issue of IJA) and to request for grants. However, there are very few universally accepted guidelines for preparation of a good quality research proposal. A search was performed with keywords such as research proposal, funding, qualitative and writing proposals using search engines, namely, PubMed, Google Scholar and Scopus.

Five ‘C’s while writing a literature review

BASIC REQUIREMENTS OF A RESEARCH PROPOSAL

A proposal needs to show how your work fits into what is already known about the topic and what new paradigm will it add to the literature, while specifying the question that the research will answer, establishing its significance, and the implications of the answer.[ 2 ] The proposal must be capable of convincing the evaluation committee about the credibility, achievability, practicality and reproducibility (repeatability) of the research design.[ 3 ] Four categories of audience with different expectations may be present in the evaluation committees, namely academic colleagues, policy-makers, practitioners and lay audiences who evaluate the research proposal. Tips for preparation of a good research proposal include; ‘be practical, be persuasive, make broader links, aim for crystal clarity and plan before you write’. A researcher must be balanced, with a realistic understanding of what can be achieved. Being persuasive implies that researcher must be able to convince other researchers, research funding agencies, educational institutions and supervisors that the research is worth getting approval. The aim of the researcher should be clearly stated in simple language that describes the research in a way that non-specialists can comprehend, without use of jargons. The proposal must not only demonstrate that it is based on an intelligent understanding of the existing literature but also show that the writer has thought about the time needed to conduct each stage of the research.[ 4 , 5 ]

CONTENTS OF A RESEARCH PROPOSAL

The contents or formats of a research proposal vary depending on the requirements of evaluation committee and are generally provided by the evaluation committee or the institution.

In general, a cover page should contain the (i) title of the proposal, (ii) name and affiliation of the researcher (principal investigator) and co-investigators, (iii) institutional affiliation (degree of the investigator and the name of institution where the study will be performed), details of contact such as phone numbers, E-mail id's and lines for signatures of investigators.

The main contents of the proposal may be presented under the following headings: (i) introduction, (ii) review of literature, (iii) aims and objectives, (iv) research design and methods, (v) ethical considerations, (vi) budget, (vii) appendices and (viii) citations.[ 4 ]

Introduction

It is also sometimes termed as ‘need for study’ or ‘abstract’. Introduction is an initial pitch of an idea; it sets the scene and puts the research in context.[ 6 ] The introduction should be designed to create interest in the reader about the topic and proposal. It should convey to the reader, what you want to do, what necessitates the study and your passion for the topic.[ 7 ] Some questions that can be used to assess the significance of the study are: (i) Who has an interest in the domain of inquiry? (ii) What do we already know about the topic? (iii) What has not been answered adequately in previous research and practice? (iv) How will this research add to knowledge, practice and policy in this area? Some of the evaluation committees, expect the last two questions, elaborated under a separate heading of ‘background and significance’.[ 8 ] Introduction should also contain the hypothesis behind the research design. If hypothesis cannot be constructed, the line of inquiry to be used in the research must be indicated.

Review of literature

It refers to all sources of scientific evidence pertaining to the topic in interest. In the present era of digitalisation and easy accessibility, there is an enormous amount of relevant data available, making it a challenge for the researcher to include all of it in his/her review.[ 9 ] It is crucial to structure this section intelligently so that the reader can grasp the argument related to your study in relation to that of other researchers, while still demonstrating to your readers that your work is original and innovative. It is preferable to summarise each article in a paragraph, highlighting the details pertinent to the topic of interest. The progression of review can move from the more general to the more focused studies, or a historical progression can be used to develop the story, without making it exhaustive.[ 1 ] Literature should include supporting data, disagreements and controversies. Five ‘C's may be kept in mind while writing a literature review[ 10 ] [ Table 1 ].

Aims and objectives

The research purpose (or goal or aim) gives a broad indication of what the researcher wishes to achieve in the research. The hypothesis to be tested can be the aim of the study. The objectives related to parameters or tools used to achieve the aim are generally categorised as primary and secondary objectives.

Research design and method

The objective here is to convince the reader that the overall research design and methods of analysis will correctly address the research problem and to impress upon the reader that the methodology/sources chosen are appropriate for the specific topic. It should be unmistakably tied to the specific aims of your study.

In this section, the methods and sources used to conduct the research must be discussed, including specific references to sites, databases, key texts or authors that will be indispensable to the project. There should be specific mention about the methodological approaches to be undertaken to gather information, about the techniques to be used to analyse it and about the tests of external validity to which researcher is committed.[ 10 , 11 ]

The components of this section include the following:[ 4 ]

Population and sample

Population refers to all the elements (individuals, objects or substances) that meet certain criteria for inclusion in a given universe,[ 12 ] and sample refers to subset of population which meets the inclusion criteria for enrolment into the study. The inclusion and exclusion criteria should be clearly defined. The details pertaining to sample size are discussed in the article “Sample size calculation: Basic priniciples” published in this issue of IJA.

Data collection

The researcher is expected to give a detailed account of the methodology adopted for collection of data, which include the time frame required for the research. The methodology should be tested for its validity and ensure that, in pursuit of achieving the results, the participant's life is not jeopardised. The author should anticipate and acknowledge any potential barrier and pitfall in carrying out the research design and explain plans to address them, thereby avoiding lacunae due to incomplete data collection. If the researcher is planning to acquire data through interviews or questionnaires, copy of the questions used for the same should be attached as an annexure with the proposal.

Rigor (soundness of the research)

This addresses the strength of the research with respect to its neutrality, consistency and applicability. Rigor must be reflected throughout the proposal.

It refers to the robustness of a research method against bias. The author should convey the measures taken to avoid bias, viz. blinding and randomisation, in an elaborate way, thus ensuring that the result obtained from the adopted method is purely as chance and not influenced by other confounding variables.

Consistency

Consistency considers whether the findings will be consistent if the inquiry was replicated with the same participants and in a similar context. This can be achieved by adopting standard and universally accepted methods and scales.

Applicability

Applicability refers to the degree to which the findings can be applied to different contexts and groups.[ 13 ]

Data analysis

This section deals with the reduction and reconstruction of data and its analysis including sample size calculation. The researcher is expected to explain the steps adopted for coding and sorting the data obtained. Various tests to be used to analyse the data for its robustness, significance should be clearly stated. Author should also mention the names of statistician and suitable software which will be used in due course of data analysis and their contribution to data analysis and sample calculation.[ 9 ]

Ethical considerations

Medical research introduces special moral and ethical problems that are not usually encountered by other researchers during data collection, and hence, the researcher should take special care in ensuring that ethical standards are met. Ethical considerations refer to the protection of the participants' rights (right to self-determination, right to privacy, right to autonomy and confidentiality, right to fair treatment and right to protection from discomfort and harm), obtaining informed consent and the institutional review process (ethical approval). The researcher needs to provide adequate information on each of these aspects.

Informed consent needs to be obtained from the participants (details discussed in further chapters), as well as the research site and the relevant authorities.

When the researcher prepares a research budget, he/she should predict and cost all aspects of the research and then add an additional allowance for unpredictable disasters, delays and rising costs. All items in the budget should be justified.

Appendices are documents that support the proposal and application. The appendices will be specific for each proposal but documents that are usually required include informed consent form, supporting documents, questionnaires, measurement tools and patient information of the study in layman's language.

As with any scholarly research paper, you must cite the sources you used in composing your proposal. Although the words ‘references and bibliography’ are different, they are used interchangeably. It refers to all references cited in the research proposal.

Successful, qualitative research proposals should communicate the researcher's knowledge of the field and method and convey the emergent nature of the qualitative design. The proposal should follow a discernible logic from the introduction to presentation of the appendices.

Financial support and sponsorship

Conflicts of interest.

There are no conflicts of interest.

• Research Funding Programs

Community-Based Participatory Research

We believe that communities benefit when community-based organizations lead and participate in research..

Research plays a vital role in improving services and quality of care for local populations. It’s been shown that communities are eager to participate in research — with more than half of U.S. community health centers participating in research partnerships, and more than two-thirds indicating an interest to expand research activities.

We're proud to support community-based participatory research (CBPR) to pursue the shared goal of improving health outcomes.

Eligibility criteria

To be eligible, an organization — public or private — must represent community needs or significant segments of the community, which means:

• The organization works to address these needs or provide related services to individuals in the community.
• The majority of the governing body and staff are community members.
• The main operating offices are in the community.
• Community members define priority issues and develop solutions to address them.
• Community members are involved in the design, implementation and evaluation of the research projects.

Request for Proposal Programs (CBPR RFP)

We have open CBPR RFPs seeking to support research projects in specific populations and topics of interest. These programs represent Gilead’s commitment to address unmet community needs in therapeutic areas such as HIV, oncology and liver diseases.

If you are interested in applying to an CBPR RFP, follow the instructions outlined in the active CBPR RFP descriptions provided.

The first step is to submit a Letter of Interest (LOI). Please do not submit the online research proposal form until you have been invited. Any questions can be directed to the email address listed in the CBPR RFP description.

Available CBPR research programs include:

Hiv management: create-ace.

2024 Request for Proposals

The 2024 round of The MIDAS Propelling Original Data Science (PODS) program is in partnership with Microsoft and the University of Michigan Institute for Healthcare Policy and Innovation.

In this Section

PODS Projects

PODS Past Projects

2021 Awardees

2022 Funded Projects

2023 Funded Projects

2024 Funded Projects

Research Impact

Review criteria, award information, eligibility, program partners.

The deadline for letters of intent has passed. Full proposals are due by 11:59 PM on Friday, May 10, 2024.

Scientific Scope

The Propelling Original Data Science (PODS) program aims to enable data science and Artificial Intelligence (AI) research that addresses significant domain research questions in responsible and ethical ways, including:

• Methodological development  to enable better data, analytics and modeling;
• Addressing a domain research question  with a novel data science, analytics or AI approach in a significantly different way from current, “mainstream”, research;
• Developing technical and policy solutions  for responsible and ethical data science and AI;
• Developing major datasets to enable the investigation of many new research questions;
• developing tools to improve the data / AI research lifecycle, such as for data acquisition, management, processing, and trustworthy computing and analytics.

Outputs of this type of projects should be made readily available to the U-M research community.

In the 2024 round, the specific areas of funding include the following:

Track 1:  Data science and AI methodology and applications . Up to 8 projects will be funded. The projects will need to either focus on innovative methodology development, or fit within  the following MIDAS research “pillars” . 

• Measuring and Improving Society: developing and using data science and AI methods to enable new opportunities to better understand society.
• Transforming Health Interventions: enabling the transformation of health interventions through the use of cutting edge data science and AI methods.
• AI for Science and Engineering: catalyzing creative and transformative applications of AI with the potential to lead to major scientific breakthroughs.
• Cultivating New Strengths: research in areas that are, or are expected to be, national priorities and / or U-M strengths, and can be significantly boosted with data science and AI. A prominent example is data-intensive and AI-enabled environmental and sustainability research. 

Track 2:   Accelerating responsible AI research ecosystems . Up to 4 projects will be funded through a generous gift from Microsoft. Projects in this track are excluded from cost-share requirements.

Given the significant advances of AI and its enormous impact on research and society, responsible AI and appropriate AI policy are of utmost importance. This Microsoft gift is part of a collaboration between the Microsoft Office of Responsible AI and key university partners targeting Responsible AI best practices for the community. Specifically we seek to fund projects that address one of the following key issues. 

• Developing frameworks / tools that address the impact of AI on society / communities in the public domain
• Developing training and education on responsible AI for research
• Developing training and best practices for research community on socio-technical research practices
• Policy challenges and solutions specific to small or medium language models
• Audit strategies, particularly in high-stakes domains, such as finance or healthcare
• Governance solutions and best safety practices with respect to open-source models or AI software
• Effective licensing regimes for governing frontier AI systems
• Scalable and adaptable conformance verification frameworks that can adapt to emerging and evolving standards
• Domain-specific policy problems and solutions for generative AI systems in highly regulated domains.
• In addition to the above topics, we also invite proposals that offer novel approaches to developing standards or international cooperation frameworks,  covering aspects such as benchmarking, content authentication, safety and risk mitigation.

Track 3:   AI for Health Policy and Healthcare: Impact & Governance  Up to 4 projects will be funded jointly by MIDAS and IHPI.

In order to ensure that AI is designed, applied, and translated in healthcare settings in a way that is equitable, effective, and fair, there must be appropriate policy and governance mechanisms. This is also a current focus of the U.S. federal government. Areas of particular interest include:

• Impact of AI on care delivery, access to care, or health outcomes 
• Studies to inform best practices for AI governance and policy for healthcare settings, payors, and/or other healthcare related organizations
• Patient perspectives, impact, and trust, surrounding the training and use of AI in clinical settings
• Liability and other regulatory considerations for clinicians implementing AI technologies with patients
• Impact of AI on healthcare research including research integrity and data sharing
• Novel policy and governance considerations of generative AI development and applications in healthcare
• Interactions between different levels of health AI governance (e.g., national-, regional-, local-, and provider-level)
• Audit strategies for AI systems in healthcare.

We are particularly interested in funding pioneering work that promises broad impact, major expansion, and / or contributes to the U-M data science and AI community. Some examples of major impacts include: 

• Follow-on expansion. A concrete plan to submit a major external grant application within one year of receiving PODS funding would be a strong indication, though not the only one, of the potential for follow-on expansion. For example, the research team may articulate how this pilot will prepare them for a major grant proposal. In the transition plan (see “How to Apply”), applicants may identify the specific target grant opportunity and the application timeline. 
• Future impact. Applicants should articulate how the line of research started with the PODS funding will in the long run have major implications for a research field or a national / regional priority topic.
• Contribution to the campus research community. All proposals, not just those on improving the U-M research ecosystem, are encouraged to include a section on how the outcomes of their projects can benefit the campus research community. Examples include, but are not limited to, building datasets that can enable new projects by other U-M researchers; disseminating novel methodology among U-M researchers; research activities during the project duration that will connect research groups / units through the novel use of data science and AI methods.

What We Discourage

• Incremental research.
• Application of a standard data science or AI method in a standard way to a domain research question. In other words, the lack of innovation or significance on how a domain research question is addressed.
• Innovative concept and/or approach;
• The significance of the research questions;
• The fit with the themes of this funding program;
• Establishment of a new collaboration across disciplines;  
• Likelihood of success;
• Impact on the research field and on the U-M data science and AI research ecosystem;
• Potential for major expansion, external funding and/or commercialization.

Projects will be awarded for a duration of 12-18 months, based on a competitive process.

Tracks 1 and 3:  Two models of funding are available: 1) Under $30K, MIDAS and partner organizations will provide 100% of the funding, with no cost-share required.  2) $30K-$70K, with cost-share above the first $30K in a ratio of 1:1. For example, if you request $70K, your cost-share portion will be $20K, and the funders will provide $30K base + $20K cost-share match = $50K. The project team is responsible for securing cost-share from individual research accounts or unit contributions. 

Track 2:  Track 2 does not have a cost-share requirement. Proposals in Track 2 can request up to $70K of funding which will be provided by the gift from Microsoft. In addition, Microsoft Azure computing credits will be available to the award recipients (please specify this in the budget).

Please email  [email protected]  for questions.

Principal Investigators (PIs) and co-PIs should be U-M (Ann Arbor, Dearborn, Flint) researchers who are eligible to apply for federal grants, and should not have been a PI or co-PI of a MIDAS grant awarded on or after May 2022. An individual may participate as PI / co-PI on only one proposal. Co-investigators, consultants and other personnel are not limited by this restriction. All PIs and co-PIs should be  MIDAS affiliate members . For Track 3, at least one of the PI’s should be an  IHPI member .

We strongly encourage collaborative proposals with at least two PI / co-PIs from more than one discipline and preferably from more than one department.

Important Dates

• 11:59 pm, April 5, 2024: Letters of intent due
• 11:59 pm, May 10, 2024: Full proposals due
• By June 27, 2024: Awards announced
• By August 1, 2024: Projects start

Letters of intent  should be submitted through  this form . The letters will not be evaluated during full proposal review. The purpose of the letter is to confirm eligibility and the fit of proposed research ideas, for proposers to get early feedback to avoid common pitfalls, and for MIDAS to plan for reviewer assignments. The letter should be one .pdf file containing the following:

• The tentative title of the proposal.
• The names and affiliations of the PI and co-PIs (co-PIs may change in the full proposal).
• An abstract (up to 300 words), including which track the proposal will be submitted to and the anticipated research impact (such as the three listed above in “Research Impact”, or others not listed).
• Up to six keywords.

The full proposal  should be one .pdf file submitted through  this form , containing the following components. Incomplete applications will not be reviewed.

• Project summary, up to three sentences in non-technical language. This will be made public (for example, on MIDAS website) if the project is awarded.
• An abstract (up to 300 words), including which track the proposal is submitted to and the anticipated research impact (such as the three listed above in “Research Impact”, or others not listed).
• Project description (up to 6 pages), with the font size of 10 or above. This should include the following components in any order or format, research questions / aims, background, significance and innovation, and methods.
• A transition plan (up to ½ page) that describes the strategy for follow-on funding and activities, such as external grants, continuing research plan, data products and/or commercialization.
• A Statement of Societal Impact (up to ½ page) that describes how this project will benefit the society, and, if any, potential negative impact that needs to be mitigated.
• References (no page limit).
• Biosketch in  NSF  or  NIH format  for all senior personnel. In addition, all U-M internal grant awards received since 2019 should be listed (this can be on an additional page).
• A detailed budget and budget justification. You may use  our template  or any other template of your choice. Be sure to include projected Budget Start and End dates. Awarded projects are expected to begin by August 1, 2024.
• If applicable, proof of cost-share (such as a letter from the department chair or a statement about the PI’s research account).
• If an IRB is required for the project, include a description of the status of the IRB application.

Before submission, applicants are welcome to discuss with MIDAS 1) how we can support their external proposal regardless of whether they receive our pilot funding; 2) if they would like MIDAS to help identify interdisciplinary collaborators; and 3) how to collaborate with MIDAS to build synergy and for dissemination of research outcomes.

For questions, please contact:  [email protected]

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