Operations and admin
Write a request for proposals for a vendor
Creates a clear document that helps vendors respond with comparable bids.
Lower risk: public info only — Share only what you would give any vendor; keep budgets and contacts private.
Please note: This site is only a guide to help people understand. Consult your IT, security and/or privacy department for clarification.
Before you start, gather
Describe the real need in [SERVICE]. List must-haves in [REQUIREMENTS] with the staff who will use the result. Check your buying policy or funder rules for required bid steps. Afterward, add dates and the submission contact yourself.
Starter prompt
Write a request for proposals from [ORGANIZATION NAME] seeking a vendor for [SERVICE]. Include background, scope of work, requirements ([REQUIREMENTS]), timeline, how to submit, evaluation criteria and weights, and questions vendors must answer. Mention our nonprofit status and any need for accessibility. Do not invent budget figures, legal clauses or procurement rules; write ATTORNEY CHECK or ADD LATER instead of guessing.
Paste the prompt into your AI tool first, then replace the placeholders with your own details. Don't use real names of clients or donors.
Open an AI tool
You are leaving this guide. Copy the prompt first, then open a tool. The link goes to the website of the company named on each link, in a new tab. That company's terms and privacy policy apply there. Paste the prompt in, then replace the placeholders with your own details. Don't enter real names or confidential details.
- Open Claude (Anthropic) (opens Anthropic's website in a new tab)
Anthropic documents pre-filled links only for the Claude Desktop app, not for the website, so copy the prompt and paste it in.
- Open ChatGPT (OpenAI) (opens OpenAI's website in a new tab)
OpenAI does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Gemini (Google) (opens Google's website in a new tab)
Google does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Grok (SpaceXAI) (opens SpaceXAI's website in a new tab)
SpaceXAI (the company behind Grok) does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Amazon Bedrock (hosts Llama; needs an AWS account) (opens Amazon Web Services' website in a new tab)
Llama has no chat website of its own, and Meta's own assistant (Meta AI) now runs on a different Meta model. One host is Amazon Bedrock: sign in to AWS, open a playground, and paste the prompt.
- Open Microsoft Copilot (Microsoft) (opens Microsoft's website in a new tab)
Microsoft documents no link that pre-fills a prompt, so copy the prompt and paste it in. The Copilot page shows a Sign in button, and you may need to sign in.
- Open Perplexity (Perplexity AI) (opens Perplexity AI's website in a new tab)
Perplexity documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Mistral Le Chat (Mistral AI) (opens Mistral AI's website in a new tab)
Mistral renamed Le Chat to Vibe, at the same web address. Mistral documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Givebutter (Givebutter): no website to open from here. Givebutter Magic works inside a Givebutter account; there is no public chat page.
- Grantable (Grantable): no website to open from here. Grantable's AI works inside a Grantable account; there is no public chat page.
Check the result
Review with leadership and procurement rules, and have an attorney check it if the contract is large.
What it might get wrong
A procurement or conflict-of-interest rule stated as binding on you. Evaluation weights that do not match your priorities. A scope that quietly adds work your [SERVICE] need never included.