There are many different types of proposal requests created by organizations for a variety of purposes. These documents are useful when attempting to negotiate the terms of providing a service or requesting resources for operational or project needs. One is most often used to secure a contract with another organization or to obtain funding for a specific purpose.
The most common form is a solicited request, also known as a request for proposal, or RFP. This type of proposal request may be advertised in a local or industrial publication by an entity to directly request vendors to send in written proposals. It is often seen in the construction industry when building and design firms request construction bids be submitted by a particular deadline.
Another form is the unsolicited variety, in which the organization does not ask for bids to be placed. The unsolicited request for proposal may be a standing order in which other potential vendors or providers must always submit a request before any contractual agreement can be considered. Unsolicited requests are most often in the form of sales proposals or grant proposals that must be submitted before any action can commence.
In some cases, if the organization is seeking additional funding or agreements with another entity, such as a government agency or a supplier, repeat or renewal proposal requests may be required periodically. This type ensures that the organization can continue to benefit from the resources provided by another for a certain period of time. The repeat or renewal RFP is a written record of transactions and agreements made between the organizations.
An additional form of RFP is the business proposal in which one company agrees to perform a specific service or provide a product to another for a certain price. Each company has a particular way of writing and executing a business proposal. Generally, the writing is managed by the sales executive team or the administrative support team at the company, and then submitted in accordance with the other party’s demands.
When an organization opts to make a change to a request for proposal or contract, this is most often handled by writing and submitting a request for amendment to the contract. The amendment lists the change to the contract in black and white so that both parties are in agreement for legal purposes. The amended contract, including the proposal changes, then replaces the existing contract.