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How to Write an RFP - YouTube
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In this video we're going to show you
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how to
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create an RFP document
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using Proposal Kit. Most of the time
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people are using Proposal Kit to create
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the proposal and if that's
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in response to an RFP that's the
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document most people are creating
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as their proposal responding to someone
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else's RFP. But
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what if you're the one creating the RFP
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and that's the document you want to
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create. You can also create
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RFPs using Proposal Kit.
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If you look on our website we do have an
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article How to Write a Request for
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Proposal
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RFP document and if you scroll down this
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article
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it'll give you some examples. You'll
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see some samples, we actually have
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four samples included in every single
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Proposal Pack
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of various types of RFPs that were
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created.
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We'll illustrate a couple of those.
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The one
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issue to be concerned with is the
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licensing.
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You can create an RFP
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document as
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instructions for the RFP and you're
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leaving it to other
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people who are responding to write their
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own proposals.
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The way our Proposal Kit licensing
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works is you can't create
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a document using Proposal Kit that
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you give to other companies
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as their proposal. Everybody using
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Proposal Kit's
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templates has to have their own license.
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So you can create your instruction
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document and then leave it to others to
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create their proposal or if you're going
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to be
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giving out our proposal templates
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for others you can license a
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copy for each
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person who's going to be submitting a
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proposal. Now most people aren't going to
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do that but you can also
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suggest they get a Proposal Kit and
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use our system to respond to your RFP.
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We're going to illustrate the
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Request for Proposal RFP Sample here
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which is an example of a fire and safety
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system and we actually have a couple of
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those
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RFPs. We're going to illustrate
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this first RFP
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using our Safety #2
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design theme. Every time you're going
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to create a new document you just click
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this
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button #2 Document Projects, click Add
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New Project
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and we'll click the Pick Documents
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button.
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Over on the Quick Start list you can
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find
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layouts for RFPs and
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those four samples we showed you. You can
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also find those over here in the View
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Samples tab.
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Either place you'll find the RFPs.
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If you click the View Samples tab you can
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find those RFPs
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here and you can open up those samples and
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look at them.
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This request for proposal is the one
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we're going to illustrate.
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If you go over and pick the same
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Request for Proposal Sample from the
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Quick Start list
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a Quick Start list usually will have
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additional chapters added
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in addition to the chapters that were
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written into the original sample.
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That will give you more topics to
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usually think about.
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We're going to find it in the Quick
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Start list here
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and you can see actually all four
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Request for Proposal
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examples here. We're just going to
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pick this first one
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and this has 24 pages in it. We'll import
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that list into our project
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and it'll tell us there's pre-written
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sample content for this
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RFP so we're going to import that as
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well.
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Now the odds of you actually being able
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to reuse someone else's
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RFP content are pretty slim but
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at least it gives you some additional
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writing ideas having some pages that are
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already pre-written.
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Everybody writing an RFP is
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going to do it differently. You're going
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to have different chapters to pick from.
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This layout has 24 chapters
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but you've got thousands of chapters to
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pick from in the library.
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You can come over to the Add Templates
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tab you can add additional chapters.
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Search by Name tab you can find chapters
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that way.
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Once you're done selecting the chapters
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for your RFP
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click OK and now you can click
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the Company Data fill in your company
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information here.
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In Client Data since you're writing an
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RFP you're not going to be usually
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writing an RFP to a specific company
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because multiple companies are
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responding so
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Client Data really isn't going to be
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used in this case. Once we're
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done we'll click the OK, Save Project
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and now the Wizard will build us
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the Word document. All right now this
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document's been generated let's take a
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look at it.
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If we scroll down we'll see now,
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usually the
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front cover letter isn't going to be
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used in RFP this got included
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using the Quick Start list but you can
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remove that or keep the introduction.
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You can see the front page is now
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instead of Proposal it says RFP
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and you can put your introduction
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statement here.
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These graphics this is our
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Safety #2
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design theme that just happens to have a fire
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related logo. We have hundreds and
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hundreds of design themes. You can brand
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this with your own logo
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your own design theme.
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As we scroll down you can see
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Project Background, Description
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so now you can see the
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actual details of the RFP. You might
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include a Deadlines page,
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outline all the Milestones that need to
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be met,
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information about the application
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process the format of the
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RFP, what format the responders need to
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put their proposals into and so on.
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An RFP is simply just another
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Word document with a set of chapters and
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how you fill in those chapters
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determines what kind of document it is.
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Whether it's an
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RFP or the response to an RFP.
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This will be your name and address
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information that gets merged in.
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You won't see our company
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information in the documents.
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We'll illustrate another RFP
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for a different kind of business and
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this next one will be a transportation
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related RFP.
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We'll illustrate this with our
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Transportation #5 design theme.
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Note we have hundreds and hundreds of
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design themes. Whichever one or
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ones you purchased will be the design
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theme your proposals get created in.
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Using our Expert Edition you
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can brand
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your documents with your own design
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theme as well.
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We'll just click Document Projects
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again, Add New
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Project
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and this time we'll use the Samples tab.
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If we go into the Samples tab
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we can scroll down
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the categories. These
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categories will narrow down the
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hundreds of samples down to the ones
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specific to that type of
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document. We'll just go down and click the
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RFP and
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we've got those four samples, the
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same four samples
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you saw on the on the article
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on the website. We'll click the
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transportation
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sample. Now you can open that as a PDF
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here
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or we can just import the content.
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Now our project's been loaded with
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the 17 chapters from this sample and it
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will pull in the sample
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content as well when we build the document.
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So now like before we've got our
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template selected,
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we've filled in our Company Data screen.
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The Client Data screen we'll leave blank.
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When we save the project it
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will build the Word document.
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Now this document has been
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created let's take a look at it.
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This RFP actually does use a Cover
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Letter and it pulled
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in the sample content and if you scroll down
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now we see our Transportation #5
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design
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theme
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and our list of chapters that were
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selected for this RFP.
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Just like before the chapters are
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describing the information needed for
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others to fill out their own proposals
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in response to this RFP.
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You're talking about the format
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of the
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expected proposals to be submitted.
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You're giving background information on
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the project,
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application information describing
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information about your company,
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how the responses will be evaluated and
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so on.
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Basically using a Proposal Kit you're
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essentially using
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Proposal Kit to create an RFP
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instruction document for others to then
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go and create their own
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proposals. You're not necessarily
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giving others
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a template to fill out to give back to
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you.
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That is how you create an RFP
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document using
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Proposal Kit.
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Let us know what you think in the
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comments below
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and click subscribe to keep up on the
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latest proposal writing tips
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with Proposal Kit.
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