How to create a perfect RFP to start your digital transformation successfully

Download the RFP template and start right away

What is an RFP?

First things first, let’s look into what an RFP is and why you need it. RFP or request for a proposal is a handy business tool that enables companies to search for consultants or suppliers to fill a need. When starting your digital transformation, you will have to work with a lot of new tools and systems, therefore knowledge and expertise are necessary. If you don’t have the expertise in-house an RFP is a great solution. When creating an effective RFP, you will increase your chances of receiving good proposals from well-qualified experts. 

How to make an RFP for your digital transformation

The process of creating an RFP consists out of 4 steps. These steps are:

1. Determine your needs
Before creating the RFP, you need to think about your needs and more importantly your goals? Why is the RFP needed? You can call this the statement of purpose, what is your overall idea and what do you want from the suppliers? 

2. Create the project
An RFP is created to set up a project, so every aspect of a project is discussed in an RFP. Make a planning, determine your budget, and choose the right deliverables. 

3. Write the RFP
When it is time to start writing the RFP, you first need to fill in steps 1 and 2. These are most important as at steps 1 and 2 you determine what’s needed and within which timeline and budget. But to do this as well as possible you also need to explain who you are, give some background information so the supplier meets your brand identity, and is up to date about your current situation. Where does your company stand for? You would like a supplier that matches that same identity.

Also, give a scope of the work. This is a detailed list of all your needs. Last but not least, create outcome and performance standards. What do you expect? If there is a problem how is it going to be fixed? Make sure you determine you mention strict deadlines that match your planning and list the deliverables clearly. For example, the e-commerce platform needs to be connected to the ERP via a connector on December 1st. Also, think about guidelines if the brief isn’t met. Last but not least share the companies contact information and mention the right contact person. To help you out, we have created an RFP template that you can use to write your RFP. Download the template below. 

4. Send it 
The last thing to do is to send it. 

The importance of an RFP

The most important reason to create an RFP is to make your work processes easier and to find the best partner for the project. If you, for example, are looking for a new online shop you can search for different partner options and get in contact with all of them separately. This means a lot of repeating and trying to get in contact with the right person. It will be a long process. By creating an RFP, it will reduce the time you spend explaining your needs over and over again, as the RFP will contain all this information in a very structured way. Instead of having separate responses in different ways, you will be able to set a deadline to receive a proposal of all interested suppliers. From those proposals, you will know how well they understand your needs and if they are able to meet your planning and budget. 

Of course, it will take time to create the RFP, but a well-written RFP can save you a lot of time and effort during your search for a reliable partner. Also, during the process of writing the RFP, you are able to think of every aspect of the project and you will not get surprised by any unforeseen tasks. The more details you include in the RFP, the more effective the process will be. 

RFP template download

To help you out we created an editable RFP template that you can use to start your digital transformation. The RFP template will help you write your own high-quality document. Fill in the form below, download the template, and adjust to your unique demands.

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