With 35+ years of experience in the security industry, I have written and responded to my fair share of proposal requests. Whether you are a security integrator, security officer service provider, or consultant, how you respond to a Request for Proposal (RFP) will win or lose the contract.

At LARGO Consulting Services, we assist clients in preparing a concise RFP to ensure that our clients receive a response based on precisely what they are asking for in the RFP. We understand that writing the request is just as important as responding if you want to receive competitive proposals so that our clients can make an informative decision based on the information provided.

Many elements go into writing a good response to an RFP, but here are a few tips to help yours rise to the top.

1. Know your audience

 Research the company/institution that sent you the request. Who were their founders? What’s their mission? Write your response highlighting how you can help them remain successful without parroting what’s on their website and being condescending. Nothing is more annoying than having someone tell you about their own business. Your viewpoint should be that you understand their business and are there to help. Also, know what level of organization your response will reach. Unless specifically requested to ONLY submit certain information or documents, include an “Executive Summary” page. The Executive Summary helps reduce your best points into a digestible one-pager. Find out whether the company/institution is privately or publicly funded, such as a state school. Suppose you are responding to a publicly funded institution. In that case, your bid will become publicly available for review, so be aware that your pricing and capabilities will now be available for anyone to access.

2. Know your Market

This part is tricky, especially if you are trying to break into a new market. If your price is too low, the reviewers may wonder what you left out of your bid. Or they may wonder if you didn’t understand the request. Or perhaps you will “Change Order” the price up after winning the bid. If your price is too high, your response package will go straight into the trash can. Make sure you do some research on the economy of the area. Referring to Tip #1, how are they funded? Public vs. private? Local, State, or U.S. Government? Profit vs. Non-profit? All of these should be taken into consideration when pricing.

3. Site Walkthroughs

When an RFP notes a site walkthrough date, it’s not an option. Even if you are the incumbent attending or not attending a walkthrough, says a lot about your commitment to the project. When attending a site walkthrough, come prepared with questions related to better understanding the RFP. However, don’t be critical or a know-it-all.

4. Questions

Most often, the RFP process will include a time period in which you can ask specific questions if you don’t understand a part of the RFP. Take the time to review the RFP in detail. If you don’t understand something, ask the question.

5. Know What to Write

• • • Follow instructions! If they give you a template to enter pricing/data, use it! They send this because they want to compare apples to apples, and if you make them hand-key your data, it’s a mark against you. Also, many places will disqualify you if you do not follow their instructions to the letter.
    • Be concise. Keep your content clear and concise so your reviewer can examine it efficiently. Add information sparingly. Some good information to add is the amount/type of support they can expect to receive from your company after the award/purchase/installation/assessment.
    • Add relevant visuals. Consider adding visuals where it makes sense to help engage your readers and keep their attention. However, cartoons and emoji should be avoided.
    • Don’t add fluff. If your company doesn’t do it, don’t fake it with a bunch of industrial jargon.
    • Set yourself apart from your competitors. Mention your company’s capabilities and expertise that no one else in the industry/area does or awards you have received.
    • Make sure references are relevant. Use references most closely related to the size and type of the company that sent you the RFP.
    • Add highlights! Include any measurable results from previous projects you completed for clients. These types of highlights can help showcase the potential success you may bring them if they select your company as a partner. And lastly…
    • Proofread! Double-check your spelling, grammar, and calculations! Because if you ignore the details in your response, they may believe it applies to everything you do.

6. When You Lose An RFP 

Your company is not going to win every RFP. When you don’t,  send a thank you note to the client for allowing you to participate in the process. You can also ask what you can do better the next time. It’s human nature for others to want to help others succeed, so asking for tips on how to better respond next time can go a long way in responding to future RFP requests.

The RFP process can be a daunting endeavor, especially a poorly written document. If the RFP is poorly written or if it leans towards a specific contractor, it may be a sign that the project is not a good fit. Remember, it’s okay to say thanks, but no thanks.

Author

Bernard D. Gollotti, CPP

Founder/Owner & Principal Security Consultant

Copyright 2024

LARGO Consulting Services, LLC is committed to providing safe and secure environments where you live, work, study, and play. For more information about our security consulting services, please contact LARGO Consulting Services, LLC online or call 833-LARGOCS. We also invite you to connect with us on  LinkedIn.