How to Create a Request for Proposal

Have you ever had to create a Request for Proposal (RFP)? Many nonprofits have and find it difficult to get started.

First, what is an RFP?

An RFP is a document in which an organization informs potential vendors interested in procurement of a service or asset. In the technology space, an RFP is normally used for procurement of IT Support, Managed Services, as well as Hardware and Software.  An RFP helps with finding the best vendor suited for the organization’s needs.  

Apparo can help assist your organization throughout the RFP process. Below are 10 steps to creating an RFP.

  1. Involve the key stakeholders and decision makers:
    1. Identify the key stakeholders and assign someone to lead the process.
    2. Discuss the purpose of the RFP with the key stakeholders, share budget, if necessary.
    3. Collaborate with involved teams to come up criteria for RFP
  2. Define the Needs
  3. Create the RFP
  4. Create a Scorecard
    1. There are many templates out on the Internet to use as a guide
    2. Simple scorecards such as scoring in a few areas with rating of 1-5 is recommended
  5. Gather a list of vendors that will receive the RFP
    1. These can be found by doing research
    2. Recommendations from other organizations, the Board, or business partners
  6. Send out the RFP with a submittal deadline
  7. Review responses
  8. Meet with selected vendors (optional)
  9. Fill out scorecard based on responses
  10. Negotiate and sign contract

Have questions? Want to request an RFP template? Contact Stephanie McKee at This email address is being protected from spambots. You need JavaScript enabled to view it.