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442 16 Writing Proposals

Solicited do with it, and what it costs; if your request seems
reasonable and the money is available, you’ll
External likely get the new system.
Often, the scope of the proposal determines
Proposals Unsolicited its format. A request for a small amount of money
might be conveyed orally or by e-mail or a brief
Internal memo. A request for a large amount, however, is
likely presented in a formal document such as a
figure 16.2 the logistics of Proposals report.

External Proposals No organization produces all the products or provides all
the services it needs. Web sites need to be designed, written, and maintained;
inventory databases need to be created; facilities need to be constructed.
Sometimes projects require unusual expertise, such as sophisticated market
analyses. Because many companies supply these products and services, most
organizations require that a prospective supplier compete for the business by
submitting a proposal, a document arguing that it deserves the business.

solicited and Unsolicited Proposals
External proposals are either solicited or unsolicited. A solicited proposal is
submitted in response to a request from the prospective customer. An unso-
licited proposal is submitted by a supplier who believes that the prospective
customer has a need for goods or services.
Solicited Proposals When an organization wants to purchase a product or
service, it publishes one of two basic kinds of statements:
• An information for bid (IFB) is used for standard products. When a state
agency needs desktop computers, for instance, it informs computer man-
ufacturers of the configuration it needs. All other things being equal, the
supplier that offers the lowest bid wins the contract.
• A request for proposal (RFP) is used for more-customized products or ser-
vices. For example, if the Air Force needs an “identification of friend from
foe” device, the RFP it publishes might be a long and detailed set of tech-
nical specifications. The supplier that can design, produce, and deliver
the device most closely resembling the specifications — at a reasonable
price — will probably win the contract.
on techcomm Web Most organizations issue RFPs and IFBs in print and online. Government
For links to FedBizOpps, click RFPs and IFBs are published on the FedBizOpps Web site. Figure 16.3 shows a
on Links Library for Ch. 16 on portion of an RFP.
<bedfordstmartins.com/
techcomm>.
Unsolicited Proposals An unsolicited proposal is like a solicited proposal
except that it does not refer to an RFP. Even though the potential customer
never formally requested the proposal, in most cases, the supplier was

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