How To Write a Strategic Plan RFP
The Request for Proposal (RFP) that your organization crafts is a critical first step to ensure that you receive the level of service your organization requires. A well-written RFP attracts high-quality vendors that will give you a high-quality strategic plan. A well-written RFP will also help vendors have a clear understanding of the scope of work, timeline, and deliverables from the outset, meaning there will be no loss of time for your organization from confusion. Before we get into the specific sections of an RFP, let’s quickly establish a definition of RFP and its purpose. An RFP is shared and describes what an organization needs from the future vendor to complete the project. This list allows vendors to examine the work, decide whether it fits their capacity, and bid on the project in hopes of winning the contract. This process is equally instrumental for vendors as it is for the requesting organization.
AN Important First Step for Your Strategic Plan RFP
The first step is not truly about an RFP. It is about a strategic plan and being sure that you are actually asking for a strategic plan. We have mentioned this in many blogs and discussed it with clients time and again: so many “strategic plans” are not really strategic plans (they are often more of a business plan). There are agencies that give lackluster packages marked as a strategic plan, and simultaneously, there are organizations that ask for something short of a full strategic plan without knowing any better. When writing your own RFP, you have the ability to make sure you ask for what you need. With that said, it is critical that you capture what a strategic plan is in your scope of work. A strategic plan is essentially two items paired together, the overarching vision for your organization AND how to get there. It examines these features comprehensively across all aspects of your organization and aligns them for the future over the next five or so years. It requires an in-depth examination of your organization and the surrounding community that takes several weeks. It is not simply a SWOT analysis labeled otherwise as some organizations believe. We hope to eliminate the use of “strategic plan” as a buzzword for a wide variety of planning efforts and compel nonprofits and small businesses to define strategic plans clearly in the RFP process. Now, let’s get into what the RFP should look like.
The Form
Introduction of Purpose
In this first step, you will explain that you are looking for a strategic plan. This section is a broad description of your need for a strategic plan which will be expanded upon in the later sections. This introduction is a good point for you as the writer to pause, step back and really consider your goals, how a strategic plan will help your organization with your goals, and any important factors that vendors should know. Get your major interests in a short list to reference and stay on track throughout the RFP writing process. Now for the introduction specifically, you will explain...
Why are you distributing this RFP?
What problem do you need to overcome or improvement you are looking to make?
What do you want to achieve?
Include key big picture details (time frame, etc.)
The introduction’s role is to give a brief section at the outset that informs vendors of the overall goal of this RFP. In this case, they ought to come away knowing that you are looking for a thorough strategic plan with your specific starting time.
Background
The RFP process is not one-sided. Just as you are selecting a candidate, those who see your RFP have to make a decision about whether they want to work with your organization. Offer them the right information to make a well-informed decision about working with you. Supply a succinct history of your organization and the goal for the project. Make sure that the background information offers enough information for vendors to evaluate your organization's current standing. Some key features of this are...
What does your organization do (think vision and mission here)?
What are your core values?
What makes your organization different?
Project Description/Scope of Work
The project description and scope of work is a critical component of an RFP, especially a strategic planning RFP. If you were to send out an RFP that simply says “strategic plan” under project description, you will likely get a lot of bids for a wide range of services. Many of these proposals will look like something far below what a strategic plan should be. This section is where understanding the components of a strategic plan is incredibly helpful. If you are thorough with your requirements for a strategic plan, then you will get vendors that are suitable for your project. If you are not thorough, vendors will have a difficult time determining whether they fit the project’s needs. This is also the section to include your budget and experience preferences.
Timeline
This section is quite straightforward but nevertheless important. Include the important deadlines of which vendors should be aware. Some key deadlines to consider are:
When questions are due?
When should responses be due?
When will you announce your selection?
When will the project begin?
When is the final project deadline?
The reason you want to include deadlines for the project itself is that many vendors have other clients and are bidding on multiple projects. By having access to your deadlines, they can make a decision about whether they can complete the project within your time constraints. You don’t want a firm that is overstretched and now cannot deliver a quality strategic plan because they were not informed of your deadlines. And remember, the longer your proposal requirements are the more time you should allow for responses. Typically, we recommend 4-6 months for a strategic plan, but they can take up to 12 months depending on access to interviews and how many people you want to interview, as well as what the intended public input process looks like. Anything longer though should be questioned as to why it would take this long, likewise anything shorter and you should ask whether it’s realistic or whether corners will be cut.
Application Process
Be straight to the point here. Vendors will appreciate it. Explain the structure you expect for their responses. It helps vendors to know exactly what they need to do. It will also help you when selecting a proposal. When all of the proposals are in the same format, you will be able to process them quickly and compare them more effectively. It may also be helpful to vendors to include the deadline in this section as well just as a reminder.
Selection Process
Finally, note how you will go about selecting a proposal to get the contract. Here, you can explain what your organization prioritizes (specific credentials, criteria, specific experience). For example, you may want a firm that has experience crafting strategic plans for museums rather than just nonprofits. Including this information, allows vendors to put their best foot forward and explains what skills they have that match your needs. By not making these factors a surprise, the selection process will be easier for candidates, you will be better informed, and both parties will be prepared to work together when the contract is awarded.
Help Your Vendors and Get the Right Responses
Use Subheadings and Bullet Points
Organizing your RFP with headings, subheadings, and bullet points is helpful for you and vendors. The clearer your RFP is the better chances you have of getting responses from the best vendors. Vendors will be more interested in working with an organization that puts out a quality RFP because vendors want to know what is expected of them in all aspects of the project. A disorganized and confusing RFP can turn quality vendors away. Using these organizational features makes your RFP clear as well as scannable.
Understand What You Are Asking For
If you do not understand what you are looking for, you aren’t in a position to evaluate and choose a vendor. Additionally, you may not even receive proposals that capture what you really need to have completed. This ties into our first point about understanding what a strategic plan actually is. Make sure you understand what a strategic plan is before writing your RFP in order to attract proposals from vendors that will give you a true strategic plan. Educating yourself on whatever project you are undertaking will ensure that you won’t be sold something lackluster and your organization gets the help it deserves. Check out our blog on What are Business and Strategic Plans? and download our Free Nonprofit Strategic Planning Prep Kit to understand what goes into the planning process.
Details Not Orders
Being thorough is essential. It will help vendors understand what is expected of them across the whole project, but this does not mean you should tell them how to do their job. There is a reason you are sending out an RFP, you need help from an external group with different skills. You will get more and better responses if vendors feel they have creative freedom to use their skills and insights to help improve your organization.
Proofread and Revise Your RFP
Don’t let a messy RFP turn away high-quality vendors. Reread your RFP several times to ensure that it is free of spelling and grammatical errors. Also, look out for clarity. Any unclear or confusing portions could result in less efficiency as you receive and review proposals or during the onboarding process. Make sure it is easy for vendors to clearly understand what you are looking for, so in turn, you will understand what they are proposing. Your RFP is a big deal! It is the first step toward a big undertaking that should greatly improve your organization. Additionally, when you are undertaking the selection of a strategic planning firm you are undertaking the spending of $50,000-$100,000 plus expenses or more depending on your needs, so we are strong advocates of helping nonprofits spend that money on a proper strategic plan.
Strategic plans are significant undertakings that require time and serious consideration, both of goals and the investment of resources. We love working on them, but we first and foremost want nonprofits (and small businesses) to be informed of their needs. This RFP guide for strategic planning will help organizations understand key features of a request that will ensure they receive the proper services. Take your time crafting your RFP because it is not only the first step, but it also sets the direction and attracts the firms you will work with on this significant project. Use this guide, and above all else, educate yourselves on what a strategic plan is and what it is not.
You can also download our sample/template Strategic Plan Request for Proposal for free here, no sign up or anything necessary: Strategic Plan Request for Proposal Template
This template is easily customized to describe your organization and your needs while ensuring that consultants can easily understand what you need and also ensures that any consultant bidding on your work provides a true strategic plan. Be sure to check out our planning services page to learn more about NMBL Strategies approach to Strategic, Business, Fundraising planning and how we have put our insights into action for our clients.
Interested in aligning your future? We want to help prepare your organization to meet its strategic goals. Download our Free Nonprofit Strategic Planning Prep Kit and click the button below to connect with us for a free strategic plan consultation.
