Types of RFP Support Services to Win New Contracts
Whether you’re new to the world of RFPs or a proposal writing veteran, sometimes you need a little extra help to get that RFP response out the door. In today’s post, we’re covering a few different types of RFP support services available to help you win your next contract.
Templates
Sometimes all you need is a push in the right direction to complete your RFP response. If this is you, then starting with an RFP response template may be the best way to get a little help with your RFPs. This type of support is best for organizations that are new to RFPs and want tips for how to create persuasive and professionally designed proposals.
Hiring Proposal Experts
While templates are a great starting point, if you don’t have the time or resources to create your content, then hiring an outside expert might be your best option. There are a few different ways to hire proposal experts:
Hire Temporary Workers. Heading into busy RFP season, many companies choose to bring on temporary proposal writers for a few months to create RFP responses. This is the best option if you have a high volume of RFPs and need someone ready to take on the project at a moment’s notice.
Hire Freelancers. Freelance writers can fill in the gaps of your expertise and help craft compelling narrative for your RFP responses. The skillset and expertise can vary widely when hiring freelancers, so make sure you thoroughly vet before hiring.
Work with a Professional Proposal Company. Proposal writing companies differ from freelance writers in that they have the ability to support more proposals across industries and often help with proposal strategy. Some companies work on retainer or while others do on a per-project basis. If you’re ready to work with a proposal company, we can help.
Questions to ask before hiring proposal support
Every organization has different needs, and asking the right questions can help you identify the best team to help you with your proposals. Below are a few questions we see often.
What industries do you support? Some proposal writers specialize in certain industries while others don’t. Here at Utley Strategies, we cover most industries and use our proposal expertise to provide an unbiased review, which helps to win over evaluators who do not have expertise in your area.
What is your pricing model? There are three main ways proposal support is priced: retainer, fixed-fee project, and commission. Retainer projects are often based on hourly rates. Fixed-fee projects allow you to know exactly what you’ll pay going into the project. Commission models mean that the proposal company is paid once you win (most use a commission+additional pricing model, not commission only).
What is your experience? With platforms like Upwork and Fiverr, it’s easy for anyone to claim that they’re a proposal expert. To ensure you work with the best, learn about their experience. Confirm that they received professional proposal training and didn’t learn through trial and error while supporting clients.
Have you responded to [specific contract or agency]? While most RFPs are straightforward, there are a few that require specialized understanding. For particularly complicated state or federal government RFPs, it’s helpful to work with someone who has responded to that specific RFP before (or at least that government agency) to ensure you are compliant and competitive.
Proposal Automation Software
Hiring outside help for RFPs is always beneficial, but sometimes you want your sales team to be able to easily knock out a few RFPs on their own. This is where proposal automation softwares shine.
There are two main ways that proposal automation softwares can help you respond to RFPs: maintaining a content library and proposal builders.
Content Library. There’s nothing worse than sorting through old proposals for content while watching the clock tick down towards the RFP deadline. To avoid this, create a proposal content library. Most proposal automation softwares have a content library component where you can store answers to common RFP questions, which you can pull from each time you have an RFP.
Proposal Builders. A few proposal softwares allow you to build your outline directly from the RFP and then drag and drop content into the appropriate sections. For many, you will need to create your outline within the tool and then add your content. If you find that most of your customers require PDFs instead of Word documents, this is a great option to save time and create beautiful proposals.
Different Proposal Softwares
Choosing the right proposal software for your business depends on the types of proposals you send out. Below are a few of the most popular options.
RFP360. As you can tell by the name, RFP 360 provides comprehensive support for RFPs. Features include a content library, automating responses by importing the RFP, and collaboration within the platform.
RFPIO. Similar to RFP360, RFPIO is designed to help with all types of solicitations, including Statements of Work, Security Questionnaires, and RFPs. The knowledge library is also AI-powered and can match answers to questions. Collaboration occurs within the platform, and you can report on key proposal metrics to improve next time.
PandaDocs. Popular with sales teams, PandaDocs proposal feature can be used for RFPs, though it is designed for less formal proposals. The platform allows you to create a custom template, lock content, and control how every proposal looks to maintain brand consistency.
Proposify. Similar to PandaDocs, Proposify is designed for non-RFP proposals, but you can leverage the built-in content and template for your RFP responses.
Trainings
For long-term RFP support, investing in a training can help you and your team create stronger RFP responses. There are many different types of proposal trainings to choose from.
Industry-Specific
If you respond to a specific type of RFP, then you might be able to find trainings on that specific topic. For example, OST Global offers many trainings specific to responding to federal RFPs.
Beginners’ Trainings
Sometimes you need help getting started, and beginners’ trainings are the perfect place to get your feet wet and learn what you need to know. For example, our RFPs 101 course covers everything from the procurement process to reading RFPs to developing your content.
Proposal Writing Deep-Dive
For more advanced organizations, you likely know the fundamentals of RFPs and need help creating compelling content that truly sells your offering. That’s where a proposal writing deep-dive training can help. Review the course content to confirm that the training isn’t focused on a specific industry or niche (or if it is, make sure it’s yours!). If you’re ready to master proposal writing (even if you’re not a writer), check out Persuasive Proposals.
Proposal Design
Often overlooked, the design of your proposal plays a key role in selling your offering. You don’t have to be an expert designer or have an Adobe license to create well-designed proposals. Whether you create your proposal in Microsoft Word or another tool, you can find a training that shows how to present your content in a way that sells.
Personalized Training
If you prefer a more hands-on approach, some organizations will offer trainings based on past RFPs that you have received. If you’re interested in this type of training, we can help.
Getting Started with RFP Support Services
Now that you know the different types of RFP support services available, it’s time to choose the type that works best for your needs. If you have any questions, let us know!
