Responding to a Request for Proposal (RFP) is an unavoidable part of the AEC industry. It’s also a task that takes time, experience and patience to master. When it comes to writing facility condition assessment proposals, here are four tips that will make your submission stand out from your competition.
Beware of Boilerplate
Using boilerplate content to save time can be helpful. But be wary of relying too much on it. The last thing you want your client to think is that you’re applying the same one-size-fits-all solution to all your work.
You can use boilerplate data for the corporate profile, contracts and some aspects of project experience. But be sure to customize the rest of the proposal appropriately. Show you have a clear understanding of your client’s specific requirements and project needs. Take extra time to review the project background. Where possible, reference it in your response, along with information you may have gathered from in-person meetings.
Show Related Experience
Firms like to see a strong track record of related experience. This provides assurance that you have the know-how to tackle the job quickly and effectively.
Don’t copy and paste a generic list of client names or projects. Take the time to detail your experience on jobs of a similar type, size and scope. For example, if your client is a post-secondary school, share evidence of facility condition assessments you’ve completed for other educational institutions.
You should also show features and benefits in your project experience section. For example, if your facility condition assessment helped a client identify potential cost savings, include the details in your response. When you tell a story about how your product or service helped another client overcome a challenge, your new prospect will trust that you can help them in a similar way.
Speak Your Client’s Language
A careful read of the RFP will provide important clues on what’s most important to the client. Watch for key words that come up repeatedly, such as “sustainability” or “budget,” and infuse them into your response. Use their industry terminology as appropriate. This will give your client the sense that you’ll fit right into their team.
Differentiate with Data Tools
Using cloud-based asset management software, such as 4tell™’s iPlan™, is an excellent way to differentiate the facility condition assessment services your firm can provide.
Be sure to detail the benefits to your client. Advantages include instant access to information, customized data fields as well as enhanced search and reporting capabilities. Mention the ability to migrate the information into existing maintenance and capital planning systems. Most importantly, highlight how the tool enables standardization and requires limited user discretion. This provides the user with standard, specific and consistent data.
Preparing facility condition assessment proposals doesn’t have to be an intimidating process. Clearly address the client’s needs, state your experience and differentiate yourself from the competition. If your bid isn’t successful, seek feedback from the client. That way, you can improve future facility condition assessment proposals.
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