Community projects represent a significant investment of both time and capital. When you consider that reputations often depend on getting these projects done – and done right, local leaders certainly have a lot on the line.

Project success begins with choosing the best team to guide it.  That’s why developing a well-organized and sound framework for your Request for Proposals (RFP) is critical.  With a stronger, well-written RFP, you will be in a better position to secure the most qualified consultant team to help fulfill your project goals and vision.

To help create a strong RFP, we have developed a checklist of key items communities should include.  The following tips can help you identify the professionals who will most likely become community partners and provide a successful planning and design project with long-term benefits:

• Establish the “Why”. The first section of your RFP should provide a detailed background of the project and why your community is undertaking it. What challenges do you hope the project addresses? Provide readers with a solid understanding of the process that led to the proposal, followed by your project goals. If your project is an update to an existing plan or project, provide links to previous versions and clearly define what components are being updated – if it’s the whole document, state this up front.
• Be transparent about budgets. Every project has a budget. Some may argue that withholding budget information will allow the issuing party to identify outliers – those with extremely high and low costs to complete the project.  Disclosing the budget, especially if grant funded, will instead allow you to compare how the funds will be spent and what services you can get for the allotted amount. Comparing rates is often little help in determining what you will receive.  A powerful vision that maximizes a project’s potential, and a total cost estimate within the established budget will give you far more decision-making confidence.  If there is a Minority- or Women-Owned Business Enterprise (M/WBE) requirement, provide the target percentage as part of this section.
• Define the project location. If your project is not inclusive of the entire municipality, provide a project map and supporting photographs of the project area. This is especially important for projects being targeted to a specific area of the community, such as a complete street or small area plan. It’s important to relay the size of the project area in relation to the scope of work.
• Provide a clear Scope of Work. The Scope of Work (SOW) outlines the work to be performed by the consultant. The SOW will include an itemized task list of project components, reports and deliverables, and end products that are expected to be provided throughout the process.  Any expectation of the consultant should be clearly stated.  It is wise to ask for plans to achieve desired levels of community engagement, or how the consultant will channel communication. Include a detailed timeline of when the project is expected to be started and completed. This is your opportunity to provide clarity, so that you receive optimal results.  Without clear expectations, disputes can arise between the issuing party and the consultant regarding what should have been delivered.  Instead, your scope of work can go a long way toward preventing these debates. The more detail you provide, the better.
• Proposal/response requirements. Following your detailed scope of work, you want to develop a concise list outlining what you expect the proposals to include, and how you want them presented.  Ideally, the response package should contain a concise summary of qualifications, resumes of all personnel who will be assigned to the project, examples of related project experience, and project references along with their contact information.  To avoid a lengthy proposal, consider page maximums on sections or the whole response.
• Scoring criteria. It’s important for your bidders to understand how their proposal will be evaluated and scored, and if there are any requirements that must be included in order to satisfy the proposal requirements (i.e. a licensed professional engineer, architect, or landscape architect to prepare portions of the project). Developing a point system will help quantify and weigh each section, and will allow multiple reviewers to compare proposals in a more objective manner.

Once you’ve completed your RFP and you’re ready to go to bid, consider where you are posting and distributing your solicitation.  Professional organizations can be a resource.  Many will accept an electronic posting.  Try statewide local government associations, or your local chapter of the American Planning Association or American Society of Landscape Architects.

Last but not least, always give your bidders ample amount of time to respond. Great proposals take time to prepare.  They are a consultant’s opportunity to provide a snapshot of what type of product you will receive, should you hire them.

When a request for proposals is issued correctly, you are more likely to receive multiple creative and complete responses that closely align to the intent and needs of the project. – You’ll receive stronger proposals because you’re the one providing the narrative to which a consultant team will adhere.  Your clear expectations will foster well-focused collaboration between you and your consultant, and your community will enjoy long-term rewards.