An In-depth Look at RFP Development

RFP Development for Services and Projects

How to Write a Service or Project RFP

As a business in the retail, restaurant, or real estate market, there will come a time when you need to write a Request for Proposal or RFP. Most organizations can’t do everything internally. When your business needs to purchase a service from an outside vendor. You are going to want to shop around. An RFP allows you to compile offers from numerous vendors. Then select the one that meets your specific criteria. Below, we have provided a basic RFP outline to get you started.

Helpful Hint: We have added in Helpful Hints throughout the RFP Development for Services page. They will be BLUE and provide suggestions for making the most of this page.

Choosing the Right RFP Title

Choosing your RFP title might not seem like a big deal. But your title is the first thing any vendor is going to see. A generic title could dissuade a potential vendor from even reading your RFP. Let’s look at an example:

Non-specific RFP Title: Facilities Services RFP

In this example, your organization is looking for a proposal for Lighting Maintenance Services. An RFP title of Facilities Services RFP leaves a LOT to the imagination. This RFP could be for anything, electrical, signage, HVAC, plumbing, or even landscaping. How many potential vendors bypass this request because they don’t know which service you require. 

A more specific title might be: Facilities Services RFP Exterior Lighting Maintenance

In this example, the title is very specific and targeted. There should be no confusion right out of the gate. We have compiled a list of RFP titles to give you some ideas on specific and non-specific titles.

Non-specific RFP Titles

• Lighting Maintenance Services
• Electrical Bid 
• Request for Proposal
• Lighting Maintenance Program
• Electrical Bid RFP
• Lighting Hardware, Fixtures and Service Request for Proposal
• Request for Proposal (RFP) Repair & Maintenance support services 
• Facilities Services RFP
• Request for Proposal Lighting Managed Services
• Lighting Retrofit Projects

Specific RFP Titles

• Exterior Lighting Maintenance Program 
• Interior Electrical and Lighting Services 
• Request for Proposal (RFP) For Electrical Services 
• Request For Proposal Interior Lighting Maintenance and Inspection Program 
• Interior Electrical and Ballast Replacement PM & Repair Program 
• Request for Proposal Exterior Sign Maintenance 
• Exterior Lighting Retro-Fit Project 
• Request for Proposal Interior Lighting and Electrical Services 
• Requirements and Scope of Work for Interior Lighting Services 
• LED Linear Fluorescent Lamp Replacement 
• Exterior Sign Maintenance

Helpful RFP Development for Services Hint: The key drivers in an RFP title from a vendor’s perspective are;

• The specific service required
• Is it interior or exterior

Basic RFP Template

As you continue to read through this page, keep in mind this is not a one-size-fits-all template. You are going to want to tailor it to best articulate your organization’s needs. The best place to start is to create your RFP outline and then fill in your specific information and requirements.

Helpful RFP Development for Services Hint: The more specific and detail-oriented you are with providing information, will translate into higher quality proposals from your potential vendors.

RFP Outline

• Project Name:
• Description:
• Company Name:
• Website:
• Point of Contact:
• Telephone Number of PCP:
• Email Address of PCP:
• Last Day to Submit RFP Related Questions:
• RFP Submittal Date:
• RFP Award Date:

Section 1: Introduction and Organizations Background

Firstly, in your introduction, you are going to want to include background information about your company. Think products, or services you provide, your geographical footprint, and the number of locations. This is useful information for any vendor that is serious about working with your business.

Section 2: Vendor Information Request

Secondly, here you need to create clear and specific questions for the vendors. For example:

• References
• Past projects
• Current service customers
• Available resources
• Expertise
• Skills
• Any other pertinent information.

Section 3: Scope of Work

In this section, you are going to provide specific details about the project or service you need to be completed for a:

Interior or Exterior Service

• Location Listing
• Typical Location Square Footage
• Ceiling Height, Pole Height
• Typical Location Lighting Configuration (Fixture type, lamp type, lamp/fixture)
• Hours of Operation
• Frequency of Service (On-Demand or Scheduled)
• Third-Party Work Order Systems (Service Channel)
• Service Level Response Times

Helpful Hint: The service level response times defines the severity of the work order and are usually defined at 4 levels.

Emergency priority – Technician is dispatched to the store within (x) hours of the work order being assigned to Company
High priority – Technician is dispatched to the store within (x) hours of the work order being assigned to Company.
Medium priority – Technician is dispatched to the store within (x) hours of the work order being assigned to Company.
Low priority – Technician is dispatched to store within (x) hours

Interior or Exterior Led Retrofits

• Location Listing
• Typical Location Square Footage
• Ceiling Height, Pole Height
• Typical Location Lighting Configuration (Fixture type, lamp type, lamp/fixture)
• Hours of Operation
• Vendor to Provide Product and Installation
• Installation Only
• After Hour or Business Hour Installation
• Installation Timeframe

Section 4: Pricing Model

Thirdly, you are going to request specific costs associated with a project or service that needs to be completed by the vendor:

Interior or Exterior Service

• Location vs regional vs national pricing
• Electrician vs technician
• Overtime and holiday
• Trip charges
• Service Fees
• Van vs bucket truck
• Emergency rates

Helpful RFP Development for Services Hint: For interior service, a bucket truck is NOT needed.

Interior or Exterior Project

• Location vs regional vs national pricing
• Electrician vs technician
• Overtime and holiday
• Trip charges
• Van vs bucket truck
• Hourly vs per fixture rates

Helpful RFP Development for Services Hint: For exterior projects, bucket trucks ARE required. For interior projects, per fixture rates are more cost-effective.

Section 5: Time, Place, and Instructions for Submitting the Proposal

Fourthly, you are going to create a detailed schedule with deadlines for the RFP process. You don’t want every email inbox in your company inundated with proposals for the next couple months. Be as specific as you can, because you give an inch and they will take a mile.

Helpful RFP Development for Services Hint: Be sure to include a timeframe for when vendors can ask questions regarding the service or project if you leave this part out, expect calls, emails, and even in-person visits throughout the whole process (you will be inundated with communication requests).

Section 6: Evaluation Criteria

Lastly, this one is going to take some brainstorming. Create a list of criteria you feel a potential vendor needs to possess. You could include items like:

• Relevant experience
• Ability to ramp-up quickly to meet service or project deadlines
• Reporting capability
• Level of personal experience
• System capabilities
• And so on

Researching Your Proposed Vendors

• Now that you have your RFP done, it is time to do a bit of research on your potential vendors. Below, we have outlined our main services and provided some free research materials. This will get you up-to-speed on Action Services Group. In this day and age, a vendor’s website is where you should be able to find significant information on;

  • The company
  • Their services
  • Current and past projects
  • A strong knowledge base to educate their clients and the public

  A lackluster website, at the very least, shows a disregard for clients’ needs and concerns. So do your research!

Learn More About Our Services

Lighting Services

Here at Action Services Group, our lighting services are designed to fit our clients’ needs. We are not a one-size-fits-all organization. Our lighting services are created to suit an individual organization’s needs.

On-Demand, lighting services for both interior and exterior, are available within 72 hours of your request. But in an emergency, lighting personnel will be at your facility within 4 hours. Our Scheduled Services can be tailored to fit any budget, and any timeframe (monthly, quarterly, semi-annual). Our lighting technicians are standing by 24 hours a day, 7 days a week, and 365 days a year to service all your lighting needs.

Here are some lighting service research materials to get you started. Be sure to call, email, or message us with any questions. We are always here to help.

Electrical Services

From a simple electrical maintenance and service call to a portfolio project rollout, Action Services Group has the ability, Project Management Team, and electrician database to handle all of your needs.

On-Demand, both interior, and exterior service, and electrical upgrades are available within 72 hours of your service request. But in an emergency, an electrician will be at your facility within 4 hours. We have electricians available 24 hours a day, 7 days a week, and 365 days a year to service all your interior and exterior electrical needs.

Here are some electrical service research materials to get you started. Be sure to call, email, or message us with any questions. We are always here to help.

Signage Services

Over a 20+ year period, we have created one of the most extensive databases of experienced technicians. They have a full range of service vehicles capable of servicing:

• Fluorescent
• Neon
• LED signage
• From heights ranging from 8’ to 100+’

Our sign personnel are available 24 hours a day, 7 days a week, and 365 days a year. Consequently, to service all your interior and exterior signage needs. On-Demand, illuminated building, and freestanding sign services are available within 72 hours of your service request. But in an emergency, our sign personnel will be at your facility within 4 hours.

Here are some signage service research materials to get you started. Be sure to call, email, or message us with any questions. We are always here to help.

LED Retrofits

When looking at an LED Retrofit for your lighting solution, three performance factors need to be examined: energy savings, lighting performance, and maintenance. At Action Services Group, we walk you through the options. Then we design a LED solution that produces your desired results. We understand the time, money, and resources needed to complete an LED Retrofit. Our goal is to keep your business running. While upgrading your lighting systems and finishing your project on time and within budget.

Here are some Led Retrofit research materials to get you started. Be sure to call, email, or message us with any questions. We are always here to help.