How to Write an RFP for Consulting Services: A Checklist for California Cities

Here is how to write an RFP for consulting services that brings in strong, comparable proposals, including when federal rules under 2 CFR 200 apply.

By Dr. Shirley Ayangbah, Founder and Lead Strategist, Global Economic Research Consulting (GERC)

A weak request for proposals (RFP) costs a city twice. First it attracts few or poor proposals. Then it creates questions, addenda and sometimes protests that delay the project. Most problems trace back to a few avoidable gaps. This checklist is written for California cities, counties and special districts buying professional or consulting services.

1. Decide whether you need an RFP, an RFQ or quotes

• Request for quotes or informal solicitation, for work below your agency’s formal threshold
• Request for qualifications (RFQ), when you want to select on qualifications first. California law requires qualifications-based selection for architectural, engineering, land surveying and construction project management services (Government Code sections 4525–4529.5).
• Request for proposals (RFP), when approach, staffing and price all matter
• On-call bench RFQ, when you expect repeated, smaller tasks over several years

2. Write a scope that proposers can price

State the background, the problem, the tasks, the deliverables and the schedule. Say what the agency will provide, such as data, staff time and meetings. If the scope is uncertain, say so and ask proposers to recommend an approach, rather than leaving it vague.

3. Set minimum qualifications you can verify

Use pass/fail requirements only for things that truly matter, such as licences, insurance, registration or specific experience, and make sure you can check them from the proposal. Unnecessary minimums shrink the pool of qualified firms, especially small businesses.

4. Publish your evaluation criteria and weightings

List each criterion, its weight and how price will be considered. Evaluators should score only against published criteria. Build a score sheet and an evaluator guide before proposals arrive.

5. Plan small business and DVBE participation

Decide whether SB or DVBE participation, local preferences or outreach requirements apply, and write them clearly. If the contract uses federal grant funds, include the required affirmative steps for small, minority and women’s businesses under 2 CFR 200.321.

6. Check funding-source rules

Grant-funded consulting must follow the funder’s procurement rules. For federal awards, that means 2 CFR 200.317–200.327, including required contract clauses. See our 2 CFR 200 procurement checklist.

7. Protect the process

• Screen evaluators for conflicts of interest before they see proposals.
• Keep all communication through one named contact.
• Answer questions by written addenda sent to everyone.
• Keep your evaluation record complete. It is your best defence if an award is protested.

Common mistakes when you write an RFP for consulting services

• Criteria in the RFP that do not match the score sheet
• Page limits or formats that are not enforced consistently
• Insurance or contract terms that are revealed only after award
• Deadlines too short for small firms to respond

Get a second set of eyes

GERC reviews RFPs and RFQs before release and helps agencies set up evaluations and participation goals. See procurement support for cities.

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About the author

Dr. Shirley Ayangbah is the founder of Global Economic Research Consulting, a woman-owned, California-certified Small Business (Micro) and SB-PW firm in San Bernardino (Certification ID 2045992). She holds a PhD in International Economic and Financial Law and an MA in Economics, and leads GERC’s procurement, grant and economic analysis work for public agencies, prime contractors and small businesses. Call (909) 454-7076 or book a consultation.