Answering a Request for Proposal (RFP) is an important chance for consulting companies to land a new client. Every answer needs to meet certain technical requirements while at the same time communicating credibility, expertise, and a clear value proposition. Not the least of which is the challenge of figuring out what and how to structure the submission. A sample RFP response for consulting services provides applicable advice of genuine value by illustrating how to manage conformity with persuasion. This following guide discusses what evaluators are looking for, the order you can present your response, and the measurable difference in pursuing professional support.

The Case for Sample RFP Responses

Referring to a sample has organizational benefit for consulting companies so they can comprehend what is commonly required in their field, and what is and is not included in similar request. It helps to see, in a template or example, first hand what separates compliant submissions from non-compliant submissions that are disqualified on an initial review.

Therefore, the continues case for a sample RFP response during the submission process:

• Structural Demonstration – The submission illustrates how to organize technical and business information.
• Consistent Conformance – The assessable submission shows how to systematically structure addressing mandatory sections.
• Basis for Benchmarking Tone – The submission reflects professional language that evaluators demand.
• Time Efficiency – Reading an example provides a head start and saves time developing your response from scratch.

Fact: Industry surveys have suggested that just less than 40% of RFP submissions are disqualified based on missing or misaligned information and not capability limitations.

Key elements of a consulting RFP response

Although each consulting RFP might have specific requirements, the majority will contain several sections that are fundamentally the same. Including these elements will guarantee your submission will be complete and meet the evaluators’ expectations.

• Summary for Executives   
  The executive summary is your chance to summarize the client’s problem and present your consulting firm’s solution. It should be concise and compelling, written from the client’s perspective.
• Firm overview   
  The firm overview provides a concise introduction to your firm while relating history to context, which allows you to establish some credibility by discussing the history of your firm, experience, size, specialization or expertise, and accomplishments. Generally, a few examples, client references, and project statistics will do help to establish credibility for your firm.

Understanding of scope of work

Consultants must demonstrate they have a nuanced understanding of the client’s issue. Restating the scope in your own words, or add nuances and details which make your answer unique, allows you to demonstrate that you place a premium on attention to detail and that your firm is also aligned with the needs of the client.

• Proposed methodology  
  Providing a step-by-step outline of your proposed approach both introduces the reader to the way you will execute this project. Frequently, a timeline is offered in addition to the methodology section, including key milestones and deliverables.
• Pricing and financials  
  Providing clear pricing structures that outline how fees will be charged provides evaluators with an understanding of the value. The more clear and transparent the pricing model is to your prospective client, the less likely the chance of misunderstandings related to pricing later on in the project.

Fact: Procurement research indicates that evaluators typically skim the methodology before any other section. Therefore, the methodology section is typically considered the most respected and useful section for scoring a proposal.

Organizational structure for an example response

To provide some context, I included below a simple organizational structure that a hypothetical RFP response for consulting services would typically look like:

Cover letter

• Should be addressed to the correct contact or department
• Professional salutation and brief introduction
• Reference to the specific RFP number and title
• Executive summary
• Define the client’s problem in 1 or 2 sentences
• Clearly articulate your consulting firm’s solution
• Close with measurable outcomes, or details of the goals, to be achieved

Technical approach

• Outline the methodology that will be used, with phases or steps
• Articulate the tools, models, or frameworks that will be used, and how
• Timelines (if it makes sense)

Qualifications

• Team resumes/bios that have project experience listed
• Relevant case studies that have success metrics implemented
• Licenses or certificates if applicable

Pricing section

• Itemized costs, where possible
• The assumptions behind pricing
• Optional pricing tiers, if allowed
• Addendum of appendices
• Compliance forms or certificates (insurance if applicable) or references
• Visuals, graphs or diagrams to enhance comprehension

Steering clear of common pitfalls

Even reputable consulting firms make blunders in their proposals. Understanding these blunders will help you avoid disqualification.

Common traps

Overly generic language: Bid submissions that sound templated do not impress evaluators.

• Incomplete compliance: The absence of mandatory forms or signatures is grounds for automatic disqualification.
• Excessively technical writing: The content must be understandable to evaluators who may not have subject matter expertise.
• Lacklustre executive summaries: If your introduction is vague, the evaluator will not be invested in reading the rest of your proposal.

Adapting a Sample to Your Needs

A sample response is a starting point. A response that reflects your voice will satisfy clients.
How to Customize

• Match the tone: Adjust the level of formality based on the client’s industry.
• Provide relevant case studies: Substitute generic case studies for projects you have completed that are similar to the client.
• Align methodology: Customize your methodology to align with the client’s stated objectives.
• Confirm compliance: Ensure you have checked the submission against the RFP checklist before you submit it.

Consulting-Focused Features of RFP Responses.

• Responding as a consulting firm has unique considerations from other sectors.
• Building Trust by Demonstrating Thought Leadership and Strong Outcomes.
• When consulting, everyone expects that you will add value beyond simply executing the scope.

In consulting RFP responses, including high-level evidence or benchmarks developed through thought-provoking research signals expertise and may differentiate a consultant’s proposal from others proposing to do the same work.

Building Trust through Experience (with Strong Outcomes)

Showcasing project and client successes can build trust, particularly if the experience or projects are framed around measurable outcomes like costs savings, efficiency improvements, or revenue generation.

Emphasizing you will Collaborate.

Many clients will take into consideration, or even evaluate, not only a consultant demonstrating expertise but also how well a consultant will work with their internal project teams. Clarifying how you work collaboratively with project teams may help to guide decisions.

When Professional Support Adds Value

Not every organization has the in-house resources to develop competitive proposals. Having professional consulting support available can increase quality, decrease risk, and increase the probability of winning.

Benefits of External Support 

• Objective Review: Outside professionals are an important resource for an objective review to locate weaknesses and vulnerabilities prior to submission.
• Compliance Expertise: Consultants can ensure each instruction is fulfilled.
• Improved Efficiency: A consultant can carry responsibility for timelines and minimize the last-minute mistakes.
• Competitive Positioning: Consulting can highlight differentiation in a compelling way.

In dissertation management research firms that used professional RFP support gained win rates about double of firms that only used their own staff.

Let The RFP Firm Tailor Your Next Proposal

While a sample RFP response for consulting services will provide useful support in understanding the structure of a proposals, tone, compliance expectations, and other proposal requirements; very few proposal submissions will be successful without a template that is then adapted to the strengths of your organization.

Our team provides tailored RFP responses for consulting services, technical services, and federal bids across Canada and the United States. If your organization is preparing to submit, contact The RFP Firm today to discuss how to best utilize professional support to enhance your next proposal response.