Let interested vendors know that they should be required to strictly follow the instructions below for proposal format, delivery, and communication. Nonprofits should also note that non-compliance may result in disqualification to ensure that the format is consistent and your time is protected.
Note that proposals by vendors must be submitted as a PDF or Word document and organized using the structure outlined below to ensure clarity and comparability. Include the required sections table below.
Required Sections:
“Please structure your proposal to match these headings exactly to ensure a streamlined review process.”
For submissions, note that all submissions must be submitted via email to:
For large attachments, include a download link to a secure file-sharing platform (e.g., Google Drive, Dropbox, Box).
Note that Physical submissions will not be accepted to keep your data in one place, managed by a single contact.
In this section, note that all proposals must be received by:
“Late submissions may not be reviewed, so please plan accordingly.”
Have a clear statement that all inquiries must be submitted in writing via email to:
Key Dates:
Add all other key dates in this format. Also, to maintain fairness, note that vendors must not contact other staff or board members regarding the RFP.
Note that shortlisted vendors may be invited to present their proposal via video conference or in person. Add an anticipated timeframe:
"Please indicate your team’s availability in your submission."
Note that all submitted proposals must remain valid for a minimum of 90 days from the proposal deadline.
“This allows time for thorough review and clarification discussions.”