• Identify the project:

Goal and its Objectives and make a detailed Scope of the Project.

• Project Overview: A word or two of what the project or service entails.
• Objectives: The objectives that you want to accomplish.
• Deliverables: Particular deliverables as anticipated or forecasted.
• Timeline: The main deliverables’ schedule and the project’s deadline.

• Outline Requirements:
  Enumerate the technical requirements for the project as well as the functional ones.

• Technical Specifications: More specifically, others may include the necessary equipment (hardware), suitable programs or application (software), or any standard that needs to be met in line with technology.
• Functional Requirements: Functions/Components required for a specific device or an application.
• Performance Criteria: Activities that signifies performance management for the project.

• Company Information:
  Include relevant background information about your organization and the context of the project:

• Company Overview: These are the details about the mission and values of your organization as well as the nature of business it is.
• Project History: Any other previous work that was conducted or related in any way with the project or other similar projects.

• Detailed Guidelines For Proposal:
  Specify how vendors should submit their proposals:

• Submission Format: Desired format of access (e. g., PDF, an online form).
• Submission Deadline: Deadline and time within which different plans and proposals should be delivered.
• Contact Information: To whom vendors should forward their questions or for more clarification.
• Proposal Evaluation Criteria: How this will be achieved(i.e., price, quality, and experience of proposed bids).

• Contractual and Legal Terms:
  Outline any legal and contractual terms that will govern the project:
  
  
• Contract Terms: Terms of the contract contract clause, period of the contract policies and payment methods.
• Confidentiality Clauses: The criteria for the correct handling of personal data.
• Compliance: Any laws that has been put in place that the vendor needs to adhere to.

• Evaluation Process
  Explain how proposals will be evaluated:

• Evaluation Criteria: Some of which include price, prior experience, technique, and the services provided by other clients.
• Evaluation Team: Who will finally go through the plans and responsibilities of the proposals.
• Decision-Making Process: What the decision making process will involve and how the final decision will be made.

• Format of a Proposal
  Offer a structured format for vendors to follow, making it easier to compare proposals:

• Executive Summary: An outline idea of the proposal.
• Company Profile: Data concerning the type of experience the vendor has and his qualifications.
• Project Approach: Specifically, the vendor’s proposed solution, along with the approach or a method to be followed to deliver that solution.
• Pricing: Analysis of cost on the following subheadings:
• References: Competitive proposals that show similar projects together with their references from the client companies.

• Draft the RFP Document
  Put all the information together in a coherent and organized document:

• Title Page: Project title date and RFP number.
• Table of Contents: To ensure that one can be able to locate a certain page or information with ease.
• Body: They are similar to listed below detailed sections;
• Appendices: Information that extends beyond the confines of the RFP but can be useful in the course of the bidding.

• Evaluation and Complete
  Before issuing the RFP:

• Proofread: At this stage one is required to check whether what has been done is clear, accurate and complete.
• Internal Review: Go through the feedback from the targeted stakeholders and make all the required changes.
• Distribution: Distribute the RFP to the potential vendors and make sure it gets to the rightful target clientele.

Purpose of an RFP

• Gather Proposals: To invite several vendors to provide specific solutions and their pricing to choose the best one.
• Define Needs: To formulate an understanding of the organization’s needs and expectations that is easily understandable by the potential vendors.
• Evaluate Options: In order to compare different solutions and choose the one which will be suitable for the organization.
• Ensure Transparency: To limit the possibility of corruption and favouritism within the procurement process and to offer the same chance for all the potential vendors.