HOW TO RETURN A PROPOSAL TO AN AGENCY

The Recipe for Returning a Proposal

Every agency provides a clear outline for submitting bids or responses to requests for proposals (RFPs). As a vendor, you must follow these instructions carefully to ensure the agency can fairly evaluate your submission. If you want to supply products or services to taxpayers, you need to understand exactly what the agency requires and how to meet those expectations. That’s why it’s important to follow the recipe to return a proposal to an agency.

Response Package Requirements

I wrote how to lay out a response to an RFP in another blog post. Agencies have specific requirements for submitting response packages as well. You as the vendor are responsible for following the directions to return the proposal to an agency correctly. Some accept online submissions, while others require physical copies. When hard copies are necessary, the agency will specify how many documents you need to include. These often include:

1. An original submission.
2. Paper copies, stamped as "copies".
3. An electronic version of the full package.

Even though physical submissions are becoming less common, some agencies still use them. If you're preparing one, pay close attention to their detailed instructions like in Figure 1, below.

Basic Bid Package Submissions

What to Include When You Return A Bid

Submitting a bid usually involves straightforward steps. Agencies provide pricing sheets and lists for you to complete. Here’s what you can typically expect:

1. A breakdown of pricing for products or services
2. Product samples (e.g., jerseys, t-shirts)
3. A document confirming how long your pricing will remain valid

Bids are simpler than proposals, focusing mainly on products and prices.

RFP Response Submissions

Key Components of an RFP Response

Unlike bids, RFP submissions can vary significantly depending on the agency. They explicitly list the required documents, and failing to follow their instructions may disqualify your proposal. Here's a basic list of what agencies often request:

1. A cover letter
2. An executive summary
3. The main proposal response
4. Completed government forms
5. Proof of insurance
6. References

Tips for Preparing RFP Templates

Each RFP includes a detailed checklist. By creating templates for common sections, you can quickly customize your responses for different proposals. (I’ll cover this process in a future post.)

Breaking Down the Requirements

In my blog post How to Lay Out a Response to an RFP, I explained how to structure a basic proposal. Every RFP includes detailed instructions about what to include, how to format it, and the number of copies to submit. Agencies also specify the deadline for submission and whether you can include additional materials like marketing brochures.

How to Organize the Response Package

Agencies always outline how they want the response package organized. Let’s break down a typical example:

• One original copy

Mark the front cover as "Original" and ensure it’s a high-quality (600 dpi) print with all original signatures. Use crisp graphics and clear images to make your proposal stand out.

• One electronic copy

Provide a digital version of the original submission on a CD or thumb drive. Make sure it matches the printed original and is also high-resolution (600 dpi).

• Five complete copies

Include five copies of the original submission, clearly marked as "Copy." This prevents any confusion during the evaluation process.

Key Details for Submission & Common Pitfalls to Avoid

Agencies also outline how to organize the contents of your response package. For example, they may require:

1. The signed and completed RFP solicitation document.
2. Original and copied forms, certifications, or other documents.
3. A clear indication of which signatures need to be original ink (only on the "Original" version).

Ensure your original submission is complete before creating copies to avoid errors.

Final Thoughts

Submitting a proposal to an agency can feel like navigating a maze, but following their instructions ensures your bid gets noticed. Focus on accuracy, organization, and quality to make a strong impression.

Ready to perfect your proposal? Stay tuned for my next blog, where I’ll share tips on creating reusable templates to save time and streamline your process.