2.4 Deciphering RFP Requirements

So often, proposals are turned down due to oversight or a small error. Assuming that funders will understand what is meant can have devastating results. Much work goes into preparing to write a response to an RFP. Stakeholders are called in to gain favor for the project, research committees spend months gathering information and data, and hours are spent in committees dreaming of innovative solutions. Few mention the blood, sweat, and tears that go into the preparation that is completed prior to even submitting a proposal for consideration.

The competition is fierce, and the applicants are passionate about why they should win the bid. It is a shame, but the fact is that many grants are lost due to common errors like format and failure to pay attention to directions. Action to avoid dismissal should be taken in the earliest stages. Prior to writing the proposal, it is important to read the RFP multiple times and identify the scope, noting key parts that will need attention. The scope of work (SOW) outlines the objectives and associated activities, time frame, responsible parties, and deliverables of the project. When looking at the RFP, look closely at the mandatory requirements that, if missing, will disqualify the proposal, along with the optional or preferred items.

After the first draft is written, fill in the following checklist prior to your final revisions. Included items should be in alignment with the evaluation criteria, deadlines, industry standards, legal and technical requirements, format, and the organization issuing the RFP.