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Request for Proposal (RFP)

Mackenzie Maddox Updated by Mackenzie Maddox

Progress Learning RFP Process

What is an RFP?

  • RFP stands for Request for Proposal - it’s a way for clients or potential clients to compare multiple vendors in an unbiased, equal environment.
  • Organizations issue RFPs as part of their vendor selection process. It’s an attempt to create parameters that enable apples-to-apples comparisons of solutions to a particular problem.
  • The proposal is a vendor (Progress Learning) response to an RFP. If an organization asks “How can we solve X problem” our response would be “Through X solution, we can solve X problem.” 
  • For some districts, any purchase over a specified dollar threshold is required to go out to bid (RFP) in a formal procurement process. This is often to prove they are making responsible choices with public funds and choose the vendor that is most closely aligned with their goals.

RFQ, RFI, RFP

  • An RFQ (Request for Quote) is sometimes used when a district is primarily seeking pricing information
  • An RFI (Request for Information) is used when a district wants information from multiple vendors on possible solutions. Typically, these are smaller bids and almost never result in a contract. It is purely informational and will often result in an RFP release at a later date.
  • An RFP (Request for Proposal) is when a district releases a bid to solicit offers and results in an awarded contract.

Who Participates in the RFP Process?

  • Account Executive (new business) or Customer Success Manager (renewal business)
  • Proposal Manager - project manages the entire process from intake to submission. Sets timelines, ensures compliance, completes legal forms, submits
  • Subject Matter Experts - Collaborates to complete required questions (product, support/security, etc.)

AE/CSM Role in RFP Process

  • Participate in Kickoff Call and provide any relevant sales information - history of opportunity, specific pains of the district, competition, win strategy, etc.
  • Provide pricing information
  • Review Cover Letter and Executive Summary for completion

What to do when my account goes to RFP

  • If your district indicates they have to go to RFP before a purchase can be made, please notify the Proposal Manager (Jacie) as soon as possible (proposals@progresslearning.com)
  • Any vendor related questionnaires, forms, DPA’s etc can be sent to vendorforms@progresslearning.com
  • As there is normally a “code of silence” once an RFP is released, ask as many questions as you can PRIOR to release: tentative due date, board meeting date, what is important to them, etc.
  • After an RFP is released, email Jacie so the intake process can begin as soon as possible. There are often tight deadlines so it is imperative to notify the team immediately.

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