The Write Plan, LLC 
       A Technical Writing Solutions Company

        104 Renee Drive
Mars, Pennsylvania 16046
 
724.910.9640 Phone
724.625.2552 Fax     

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Request for Proposals
A Request for Proposal (RFP) is primarily a sales document, it MUST present the best possible picture. Also, a Request for Proposal (RFP) is an invitation for contractors / suppliers through bidding to submit a proposal for a service.

Well written Request for Proposal's (RFP's) reflect the short and long term objectives of a business often providing key information upon which suppliers are able to offer matching perspectives. Writing style, quality of graphic reproduction, and content may have some sort of effect on the team evaluating the proposal. When searching for individuals capable of writing/editing material that strive under pressure situations is
essential.

Synergism

If the Request for Proposal (RFP) is not completed in a cohesive manner from one section to another they tend to fail in their purpose. Causes for this can be due to the fact that many individuals, organizations, and departments add input to the proposal.

A Request for Proposal (RFP) normally includes five basic parts:
  • General introduction to bidders

  • A proposed contract draft/schedule

  • General contract provisions

  • Statement of Work (SOW)

  • Appendices

How does it all come together?

Writing a proposal is like an orchestra. Each member has a specific function and role that would sound uninteresting by themselves. However, when the conductor combines the sounds of many different instruments together in a precise manner a song is produced.

The Write Plan, LLC writers spend sufficient time and effort putting together the entire package in a consistent and integrated manner of how the proposed company is able and willing to do the work.

Options:

1. Complete Proposal Writing

  • Includes full writing of the proposal (research, collection of data, and writing beginning to the end)

  • A initial meeting with the client will be conducted to understand their needs, goals, time line, objective(s) and any other information deemed important.

  • The Write Plan, LLC will put together a summary sheet outlining the scope of the project in detail and additional questions of the project in order to start work immediately once an agreement and contract signed is made between both parties. The more information provided the better work we can do for you!

  • When the first draft is complete we will send it to you for review.

  • From conception to completion can take anywhere from five to eight weeks.

2. Technical Editing

  • A completed draft from your organization will be required so we can work together in refining and editing the proposal. A copy can be either sent via the United States Post Office or through email to quotation@thewriteplanllc.com.

  • Once reviewed we will set-up a meeting at your office to find out more about your needs, goals, time line, objectives and resources allocated to the project.

  • 24 to 48 hours later if no other information is required a contract will be sent via the United States Post Office or through email to your office contact for approval. Once approved we will begin work on the project.

  • When the first draft is complete we will send it to you for review.

  • From conception to completion can take anywhere from three to four weeks.

3. Consultation

  • No writing, editing, or revisions will be completed by The Write Plan, LLC.

  • A completed proposal will need to be sent to us via the United States Post Office or through email ahead of time.

  • An initial 15 minute conversation via telephone at no cost to you will be conducted so we can understand your goals and objectives.

  • 24 to 48 hours later if no other information is required a contract will be sent via the United States Post Office or through email to your office contact for approval. Once approved we will begin work on the project.

  • Brainstorming sessions usually consisting of three, 60 minutes in length via face-to-face will be completed 1 week apart.

An example of the complete proposal cycle can be seen here.

Opportunities for influencing the Request for Proposal (RFP)

The writer of the proposal will interact with the company or agency in a more detailed and complex manner than just simply producing the proposal. The following customer/supplier interaction process from formulation of the
project requirements till award of the contract.

Checklist
Depending upon the proposal option all or some of the following is considered a checklist that will be required of the manager of the organization so a thorough proposal can be completed.

Company
Outline of company's history
Facilities - how many and where are they located?
Board of Directors
Name and location of bankers, solicitors, and auditors
Resumes of key management personnel

Products (both existing and in R&D)
Sales history (month, region, product - 3 year)
Descriptions (*company brochures can provide much information)
Patents (pending and issued)
Competitive Advantage
Research and Development descriptions

Market
Size, share, location (existing and projected)
List of primary competitors

Marketing Plan (first 3-years)
Sales estimates (*and verification from potential customers)
Marketing management and experiences
Advertising/Sales promotion
Buyers, distributors, end users

Manufacturing
Raw materials (sources, volumes, and advantage)
Manufacturing processes and technologies
Production Layout
Quality Control
Plant (location and size requirements)
Buildings (plans, specs, construction estimates and/or quotes)
Employment (first 3-year projection including numbers, skill, wage, and salary rates)

Financial
3-year audited financial statements (*including affiliates if company is in existence or shareholders own other companies)
Capital requirements of project (land, building, equipment, working capital, and start-up cost estimates)
Sources of financing of capital requirements financial projection:

  • Pro forma balance sheets and income statements (first 3-years)

  • Cash flow (monthly year 1 and yearly for years 2 and 3)

  • Return on equity/return on investment

  • Balance sheets and income statements (first 3-years)

Other information (if appropriate)
Appraisal reports for equipment
Franchise Agreements
Grant approvals and/or applications
Lease Agreements
Feasibility Studies
Timing of project during start-up phase
Present and/or threatened litigation affecting the company