A request for proposal, or RFP, is a document that invites suppliers to submit a detailed bid for a supply contract. This can be used to procure materials, parts, components, services and outsourcing partners. A request for proposal is used when you will consider more than price in awarding a contract. For example, a technology project where you will consider factors such as technical capabilities, reputation and ability to execute in selecting a vendor. The following is a template that can be used for an RFP bid. A complete example of this template filled out can be found here.
PurposeDescribe what you want and why.
BackgroundProvide the context for the request.
Scope of WorkA list of requirements. This may include functional requirements and non-functional requirements. These may be presented in a variety of formats such as user stories or specifications. Each requirement is designed to be atomic, correct, verifiable, unambiguous, complete and consistent.
Performance StandardsState your expectations for supplier performance and how performance will be monitored and controlled.
DeliverablesState what the supplier will deliver.
Deliverable QualityA list of acceptance criteria for deliverables.
Commercial TermsState the proposed legal terms of the contract.
Payments, Incentives & PenaltiesGive details of how payments, incentives and penalties will be assessed and paid.
RFP RequirementsA specification of what RFP responses must include. For example, it is common to request that suppliers describe in detail how they will achieve each requirement in the statement of work. Other requirements may include a detailed price quotation, company profile, references and elements of a solution design and a solution architecture. RFP requirements may link to other templates that must be filled out and attached to responses such as a template for software architecture.
Award ProcessDescribe how RFP responses will be evaluated and the contract awarded.
ScheduleDefine a schedule including deadlines for anything you expect from suppliers.
ContactsA list of contacts for the RFP process.
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