RFP Sections

Introduction: How to Use This Template

A Request for Proposal (RFP) is a formal invitation issued by a business or agency requesting interested vendors to submit written proposals meeting a particular set of requirements. If interested in bidding for the project, vendors respond with a description of the techniques they would employ to meet the requirements, a plan of work, and a detailed budget for the project, along with supporting information. An RFP may form part of the final contract once negotiations between the enterprise and the vendor are completed.

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Insert Company Name Here

Request for Proposal for [product or service]

Insert Date of Issue Here

Table of Contents

1Statement of Work 3

1.1Purpose 3

1.2Coverage & Participation 3

2General Information 3

2.1Original RFP Document 3

2.2The Organization 3

2.3Existing Technology Environment 3

2.4Schedule of Events 4

3Proposal Preparation Instructions 4

3.1Vendor’s Understanding of the RFP 4

3.2Good Faith Statement 4

3.3Communication 5

3.4Proposal Submission 6

3.5Criteria for Selection 6

3.6Selection and Notification 7

4Scope of Work, Specifications & Requirements 7

4.1 Functional Requirements 7

4.2 Technical Specifications 7

4.3 Engagement Methodology 7

5Vendor Qualifications & References 8

6Budget & Estimated Pricing 8

6.1 Estimated Costs 8

7Additional Terms & Conditions 10

7.1 Personal Information 10

7.2 Non-Disclosure Agreement 10

7.3 Costs 10

7.4 Intellectual Property 10

7.5 Respondent’s Responses 11

7.6 Governing Law 11

7.7 No Liability 11

7.8 Entire RFP 11

8Vendor Certification 11

Schedule “A” Notice of Intention 12

1. Statement of Work
   1. Purpose

The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply [Hardware/Software/Service] solution to [Organization Name]. The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system.

1. 1. Coverage & Participation

The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all departments at [Organization Name] along with any satellite offices. [Organization Name] reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount.

1. General Information
   1. Original RFP Document

[Organization Name] shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification.

1. 1. The Organization

Describe the organization in a few brief paragraphs. Include a description of the business and location, including any satellite offices that will be involved in the project. Also include the objectives of the groups who will be using the system, the number of users for the system, expected growth, and what you hope to achieve with the system.

[Organization Description]

Example: We are an international wholesaler and distributor of business paper products. Our product line includes such items as business cards, stationery, envelopes, printer/copier paper, pen/pencils, and file folders. In total, we offer over two thousand products. We have over 100 physical locations, with software developers in 15 of those locations, as well as contractors who work remotely.

Currently, we use IBM Rational ClearCase for SCM, but the low ease of use and difficulty of implementation have been barriers to widespread implementation. We are looking for a solution that is more user-friendly and requires less administration.

1. 1. Existing Technology Environment

The following is a listing of our current technology environment.

[Existing Technology Environment]

Example:
LAN type
Server operating system
Desktop operating system
Development platforms

1. 1. Schedule of Events

The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all invited bidders.

List all major dates or milestones below. Include the issuance of the RFP, the technical questions closing dates, the RFP response closing date (including an exact time and time zone), the end of evaluation date, and the final award notification date.

Issuance of RFP [Date]

Technical Questions/Inquiries Due [Date, Time, and Time Zone]

RFP Closes [Date, Time, and Time Zone]

Complete Initial Evaluation [Date]

Final Award Notification [Date]

1. Proposal Preparation Instructions
   1. Vendor’s Understanding of the RFP

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to [Organization Name] as necessary to gain such understanding. [Organization Name] reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, [Organization Name] reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to [Organization Name].

1. 1. Good Faith Statement

All information provided by [Organization Name] in this RFP is offered in good faith. Individual items are subject to change at any time. [Organization Name] makes no certification that any item is without error. [Organization Name] is not responsible or liable for any use of the information or for any claims asserted there from.

1. 1. Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.

1. 1. 1. Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between [Organization Name] and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:

[Organization Name]

[Department Name]

[Address]

[City, State, Postal Code]

Attention: [Contact Name]

Telephone: [(Area Code) Phone Number]

Fax: [(Area Code) Fax Number]

E-mail: [Contact Email Address]

1. 1. 1. Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’ representatives in any kind of capacity, to/from any [Organization Name] employee or representative of any kind or capacity with the exception of [Contact Name] for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time.

      2. Formal Communications shall include, but are not limited to:

• Questions concerning this RFP must be submitted in writing and be received prior to [Date, Time, and Time Zone].

• Errors and omissions in this RFP and enhancements. Vendors shall recommend to [Organization Name] any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to [Organization Name] any enhancements, which might be in [Organization Name] best interests. These must be submitted in writing and be received prior to [Date, Time, and Time Zone].

• Inquiries about technical interpretations must be submitted in writing and be received prior to [Date, Time, and Time Zone]. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.

• Verbal and/or written presentations and pre-award negations under this RFP.

• Addenda to this RFP.

1. 1. 1. Addenda: [Organization Name] will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within [Number of Days (#)] business days. All questions, answers, and addenda will be shared with all recipients.
         [Organization Name] will not respond to any questions or requests for clarification that require addenda, if received by [Organization Name] after [Date, Time, and Time Zone].
         Indicate how written responses will be addressed.
         Example:
         All addenda will be posted to our Web site only: http://www.organization.com/RFPvendoraddenda.html

   2. Proposal Submission

Proposals must be delivered sealed to:

[Contact Name and Title]

[Organization Name]

[Department Name]

[Address]

[City, State, Postal Code]

on or prior to [Date, Time, and Time Zone]. [Organization Name] shall not accept proposals received by fax.

Vendors are to submit [Number of Copies (#)] original copy of proposal marked “Original” and [Number of Copies (#)], marked “Copy.” Each original and copy must be individually bound. Please provide one electronic copy on a CD. [Organization Name] will not accept proposals delivered via e-mail.

1. 1. Criteria for Selection

The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply [Organization Name] with a [System Type] identified in the Scope of Work.

Evaluation Criteria:

1. [Criteria]

2. [Criteria]

3. [Criteria]

4. [Criteria]

5. [Criteria]

Example:

1. Capability of vendor to meet or exceed requirements set forth in Scope of Work.

2. Expressed interest in working with [company name].

3. Financial stability of vendor.

4. Ability of vendor to communicate its vision and capacity for establishing a relationship that addresses current and future needs and trends in the industry.

5. Apparent likelihood and desirability of proposed system.

1. 1. Selection and Notification

Vendors determined by [Organization Name] who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail. Those vendors not selected for the negotiation phase will not be notified.

1. Scope of Work, Specifications & Requirements

Include a detailed list of the business and technical requirements. Include a further description for each requirement (typically, in order of importance or in logical categories with importance ranked), and ask the vendor to describe how they will fulfill each requirement.

This section should contain a detailed description of the essential characteristics of the product or service. Identify special or distinctive requirements that differentiate the organization’s needs from other buyers. Avoid making the specifications unnecessarily specific; this can eliminate viable suppliers.

Example: “The reporting component of the software is to generate the following type of standard reports: …The specific data to be included in a report should be selectable using a menu system. The system will reject a report request if the requestor does not have access rights to the data.”

This section should describe any technical standards or interconnection requirements that the product must address, or skill requirements for technical staff. Make it clear if some technical standards are preferred but not compulsory.

Example:

• The application software must operate on Windows Server 2008

• The application must utilize Windows SQL Server 2008.

This section should identify any special requirements for how and where the vendor is to carry out work, key responsibilities of the vendor, and any special terms and conditions that are to be included in the contract but are not covered in Section 7, Additional Terms and Conditions.

For example, the vendor staff will work at our development center at 2500 Main Street, Palo Alto, CA. The purchaser can, at its convenience, terminate the development contract with one month’s notice.

1. Vendor Qualifications & References

All vendors must provide the following information in order for their proposal to be considered:

Example:

1. A brief outline of the vendor company and services offered, including:

• Full legal name of the company

• Year business was established

• Number of people currently employed

• Income statement and balance sheet for each of the two most recently completed fiscal years certified by a public accountant.

1. An outline of the product line-up and/or services they currently support.

2. A description of their geographic reach and market penetration.

3. An outline of their partnerships and relationships to date.

4. An outline of their current and future strategies in the marketplace.

5. Information on its current clients, including:

• Total number of current clients.

• A list of clients with similar needs using similar products and/or services.

• Evidence of successful completion of a project of a similar size and complexity.

1. References: Contact information for five references (if possible) from projects similar in size, application, and scope and a brief description of their implementation.

1. Budget & Estimated Pricing

All vendors must fill out the following cost breakdown for the implementation of their solution for [Organization Name]’s project as described in this RFP. Costs should be identified as either capital or non-capital in nature. The vendor must agree to keep these prices valid for [Number of Days (#)] days as of [Date, Time, and Time Zone].

For all available deployment models, provide a five year cost summary as displayed below.

Suggested Cost Categories:

Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software.

Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software.

Third-Party Software (Middleware): List, describe, and record the cost of each piece of software (including operating systems) that is required to optimally run the software.

Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed software.

Integration: Describe any labor, equipment, supplies, or other costs associated with integrating [Insert Proposed Solution] into our current architecture and back-end systems.

Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system.

Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of your proposed [Insert System Solution].

Documentation & Training: If there are fees associated with your user or technical documentation, list them here.

Project Management: If there are project management fees associated with your proposed software, list and describe them here.

Miscellaneous: List and describe any other costs associated with your proposed software solution.

1. Additional Terms & Conditions

7.1.1 General

Depending on the circumstances, [Organization Name] may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent. [Organization Name] will treat this information in accordance with the provisions of this Section [Section Number].

7.1.2 Requested Personal Information

Any personal information as defined in the [Applicable Legislation] that is requested from each Respondent by [Organization Name] shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each Respondent to obtain the consent of such individuals prior to providing the information to [Organization Name]. [Organization Name] will consider that the appropriate consents have been obtained for the disclosure to and use by [Organization Name] of the requested information for the purposes described.

[Organization Name] reserves the right to require any Respondent to enter into a non-disclosure agreement.

The RFP does not obligate [Organization Name] to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of [Organization Name], subject to claims of confidentiality in respect of the Response and supporting documentation.

The Respondent should not use any intellectual property of [Organization Name] including, but not limited to, all logos, registered trademarks, or trade names of [Organization Name], at any time without the prior written approval of [Organization Name], as appropriate.

All accepted Responses shall become the property of [Organization Name] and will not be returned.

This RFP and the Respondent’s Response shall be governed by the laws of [Relevant Jurisdiction].

[Organization Name] shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

• Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or

• As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.

This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.

1. Vendor Certification

This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to [RFP ID] issued by [Organization Name]. The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of [Number of Days (#)] calendar days as of [RFP Due Date].

The undersigned further certify that their firm (check one):

 IS

 IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify [Organization Name] of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:

Signature of Authorized Officer:

[RFP ID]

NOTICE OF INTENTION

REQUEST FOR PROPOSAL

From:

[VENDOR ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Proposal [RFP ID] by selecting one of the following:

[ ] Intends to respond to [Organization Name] Request for Proposal

[ ] Does not intend to respond to [Organization Name] Request for Proposal

TO:

[CLIENT ORGANIZATION NAME]

[CLIENT NAME, TITLE, AND ADDRESS]

[TELEPHONE NO.]

[FAX NO.]

_____________________________________________________

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