REQUEST FOR PROPOSAL What Is Request for Proposal? A request for proposal, sometimes called an RFP or RFQ ("request for quotation"), is a document an organization or company issues when it wants to procure a product or multiple products. The document is used to make its specifications available to the vendors or providing organizations. This is usually the case when several companies or organizations will offer the resources and the RFP invites more competitive prices. There are different ways that a request for proposal can be described. Some ways that a request for proposal can be described include: • An RFP document which can provide the price quote on one or more devices or products requested by a recipient organization. • An RFP can also be a request for information which is necessary especially in transactions where a recipient organization has not previously worked with a supply company yet. • Request for proposal is also used to request for assistance with large projects, which might include not only the medical devices but the installation, training, and service on those devices. What to Include in an Equipment Request for Proposal Some vendors or organizations may require you to write a proposal for new equipment and may even have an equipment request proposal template for you to use. If that’s not the case with the providers you are seeking resources from, these are some of the things you should be sure to include in your equipment proposal letter: 1) A description of the equipment you want to purchase. If it’s more than one item, include an itemized list with the model and quantities for each. 2) Where the equipment will be used. The country, city and hospital or clinic name. 3) Who will install and maintain the equipment or which department is responsible for it? 4) Who has access to the equipment and are they trained to use it? 5) A timeline for shipping and installation. 6) What existing equipment is currently on site and are you standardizing? Suggested RFP Template: Project Name or Description: Organization Name: Address: City, State, Zip Code: Procurement Contact Person: Telephone Number of PCP: Email Address of PCP: 1) Background/Introduction 2) Project Goals or Scope of Resources and Services Needed 3) Timeline: Anticipated Selection and Procurement Schedule 4) Time, Place, and Method of Submission of Proposals 5) Detailed Elements (needed technology) of Proposal 6) Budget, if one exists Sample form: REQUEST FOR PROPOSAL Organization Return to: Project name Your name Country Your address Contact person Your city and state Additional project notes/details: Item/device Manufacturer Model Cost per item # Req’d Total Cost References: https://www.thebalancecareers.com/how-to-write-an-rfp-2276025 Create an RFP That Will Get You Results BY F. JOHN REH Updated May 08, 2019 https://blog.hubspot.com/marketing/rfp-template How to Write a Request for Proposal Written by Caroline Forsey https://bizfluent.com/how-7763996-write-proposal-new-equipment.html How to Write a Proposal for New Equipment By: Leslie Bloom Updated June 25, 2019 .