Sample Proposal Response

Enclosed is a remarkable design proposal submission crafted in response to an esteemed 1M sf headquarters building project. A select group of architects received the Request for Proposal (RFP), with the RFP outlining specific questions to address and a designated submission deadline. As Marketing Director & Marketing Coordinator at Duda|Paine Architects, I oversaw the company's comprehensive response process, assuming end-to-end responsibility from the initial proposal outline to the intricate production process and timely delivery. The following outlines a typical trajectory of the proposal response process, exemplifying my adept management skills in this critical aspect of our architectural endeavors.

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Request for Proposal Response Outline

  • Upon receiving the RFP, thoroughly review the document and highlight it for the Design Team to discuss further. Note the essential requirements for submission – date due: copies needed; is a hard copy or electronic or both due; where is the submission going and do you need to complete early to allow time to mail; is there a pre-proposal meeting or required site visit, when and how to submit potential questions.

  • Conduct comprehensive research on the client, site, potential consultants, and other pertinent factors to deeply understand the project's context.

  • Create a Response Outline and Task List, methodically outlining the production process for the proposal response, including establishing a schedule for response milestones and coordinating regular review meetings with the team to assess progress.

  • Gather initial information, such as firm text (profile, methodology, sustainability, accolades, etc.), resumes, and project sheets, to create an initial rough draft for review and evaluation.

  • The careful integration of imagery, text, and diagrams and the creation of infographics enhance the presentation. Attention to detail, proficiency in layout design, and ensuring a cohesive flow of materials are critical.

  • Throughout the process, firm principals and the Project Architect review multiple response drafts to ensure the message is on point.

  • It is imperative to correctly collate all electronic and paper copies during final production, then print, bind, package, and prepare for delivery. Hand-delivering the response is ideal for contacting the potential client if the project is local; if not, responses are sent by mail.