Strategic planning is a crucial process for any organization aiming to achieve its long-term goals. One key aspect of strategic planning is finding the right facilitator to guide your team through the process. A well-crafted Request for Proposal (RFP) can help you identify and select the best local facilitator for your needs. Here’s a step-by-step guide on how to write an effective RFP.
Understanding the Importance of an RFP
An RFP is a document that outlines the requirements and expectations for a specific project or service, inviting vendors to submit proposals. For strategic planning, an RFP helps you find a facilitator who can effectively lead your team, ensuring that your strategic goals are met.
Steps to Write an RFP for a Local Facilitator
- Define Your Project and Needs Start by clearly defining the scope of your strategic planning project. What are your goals? What specific outcomes are you looking to achieve? This will help potential facilitators understand your needs and tailor their proposals accordingly.
- Provide Background Information Include an overview of your organization, its mission, and its strategic objectives. This context helps facilitators understand your organization’s culture and goals, allowing them to propose the most suitable approach.
- Outline the Project Requirements Detail the specific services you need from the facilitator. This might include conducting workshops, leading brainstorming sessions, or providing strategic advice. Be clear about the expected deliverables and any milestones.
- Specify the Selection Criteria Explain how you will evaluate the proposals. Common criteria include the facilitator’s experience, their approach to strategic planning, and their familiarity with your industry. Including a scoring system can help make the evaluation process more transparent.
- Set a Timeline Provide a timeline for the RFP process, including the deadline for submissions, the date for selecting the facilitator, and the expected start and end dates of the project. This ensures that all parties are aligned on the project schedule.
- Include Submission Guidelines Clearly state how facilitators should submit their proposals. This might include the format (e.g., PDF), the required sections (e.g., cover letter, proposal, budget), and the contact information for submissions.
Sample RFP Template
Here’s a basic template to get you started:
Request for Proposal (RFP) for Strategic Planning Facilitator
Organization Name: [Your Organization]
Project Title: Strategic Planning Facilitation
Project Overview: [Brief description of the project and its objectives]
Background Information: [Overview of your organization, mission, and strategic goals]
Budget: [Always include a budget – or range like $15,000 – 20,000 ]
Project Requirements:
- Facilitate strategic planning sessions with key stakeholders – minimum of xx in person and xx virtual online or phone sessions
- Provide draft strategic objectives and recommendations report to the Board of Directors
- Deliver a final strategic plan document
Selection Criteria:
- Relevant experience in strategic planning
- Proven track record with similar organizations – minimum of 2 references
- Strong facilitation skills
Timeline:
- RFP Release Date: [Date]
- Proposal Submission Deadline: [Date]
- Facilitator Selection Date: [Date]
- Project Start Date: [Date]
- Project End Date: [Date]
Submission Guidelines:
- Submit proposals in PDF format
- Include a cover letter, detailed proposal, timeline and budget
- Send submissions to: [Contact Information]
By following these steps and using the template, you can create a comprehensive RFP that attracts qualified facilitators and sets the stage for a successful strategic planning process.