RFP BUILDER
(INTERACTIVE)

What is an RFP?

A Request for Proposals (RFP) is a document that organizations use to solicit bids from vendors for a defined project or service. It outlines your needs, scope, timeline, budget expectations, and how you will evaluate responses. A well-written RFP attracts qualified vendors and makes comparison fair and clear.

When you should NOT issue an RFP

RFPs are not always the right tool. Skip an RFP when: the project is very small or highly confidential; you already have a trusted partner and the scope is clear; you need to move in days, not weeks; or the work is exploratory and you cannot define deliverables. In those cases, a direct engagement or short statement of work is often better.

Common mistakes nonprofits make

• Unrealistic budgets (e.g. $7k for an enterprise platform) that waste everyone’s time.
• Vague scope or “we’ll figure it out later,” which leads to misaligned proposals.
• No clear evaluation criteria, so selection feels arbitrary to bidders and internal stakeholders.
• Too-short response windows, which favor incumbents and discourage strong new vendors.
• Omitting technical or integration requirements, then discovering gaps after selection.

How vendors evaluate your RFP

Vendors look for clarity, feasibility, and fairness. They want to see: a realistic timeline and budget range, a clear scope and decision process, and a single point of contact. RFPs that look professional and specific signal that you are serious and organized, which improves the quality of proposals you receive.

Timeline best practices

Give bidders at least 2–4 weeks to respond for medium-sized projects, and more for complex or multi-phase work. Publish your evaluation criteria and (if possible) weights upfront. Plan for 2–4 weeks after the deadline to review, shortlist, and conduct interviews before making an award. Rushing the process often leads to worse outcomes.