A Request for Proposal (RFP) is an invitation to suppliers to submit a proposal on a specific product or service.

Effective RFPs reflect the strategy and short/long-term business objectives, providing detailed insight upon which suppliers will be able to offer a matching perspective.

Use this template to:

• Inform suppliers that you wish to procure products or services.
• Alert suppliers that the selection process is competitive.
• Ensure that suppliers respond factually to the identified requirements.
• Demonstrate impartiality by following a structured evaluation and selection procedure.

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Use this 58-page MS Word template to write concise, effective, and comprehensive Request for Proposals. The template pack also includes a freeExpression of Interest template, Clarifications to RFP Queries, and Vendor Assessment spreadsheets.

RFPs are also known as Invitation To Tender documents.

You can use this template to show prospective bidders that you’re a professional organization which expects their proposals to match the high standards you have set.

You have described your requirements in a clear format that will improve communications between both parties and aid transparency.

You have committed time and resources into this project andexpect proposals to reflect this commitment.

This template helps you articulate your specification of requirements, the approach to payment (e.g. daily rates and fixed price costs), personnel requirements, and also contains several appendices that will assist you in your procurement process. The template also includes sample formats that can be used by Bidders and Suppliers when preparing their proposals.

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Table of Contents

Request for Proposal Template of Contents

0. General Information
0.1. Name of Proposal
0.2. Query Handling

1. Executive Summary
1.1. [Issuer's] Background
1.2. [Issuer's] Mission Statement
1.3. [Issuer's] Role
1.4. [Issuer's] Organization Structure
1.5. Background & Supporting Information
1.6. Context of Proposal
1.7. Project Constraints and Assumptions
1.8. Scope of Work
1.9. Project Start
1.10. Contract Overview
1.11. Prime Contractor Responsibility
1.12. Closing Date for Receipt of Proposal
1.13. Evaluation of proposal
1.14. Contract Award
1.15. Response to Queries
1.16. Additional Information

2. Specification of Requirements
2.1. Objectives
2.2. Deliverables
2.3. Project Duration
2.4. Possible Additional Work
2.5. Collaboration
2.6. Resource Requirements
2.7. Target Groups
2.8. Mandatory Requirements
2.9. Desirable Requirements
2.10. Timescales
2.11. Quality Measures
2.12. Effort Required by Issuer during project
2.13. Sample Requirement – Website Design
2.14. Sample Requirement – Training
2.15. Sample Requirement – Documentation
2.16. Sample Requirement – Maintenance and Support

3. Schedule of Costs
3.1. Payment Schedule
3.2. Payment Arrangement
3.3. Details Costs
3.4. Fixed Price Costs
3.5. Detailed Costs
3.6. Technical Support Costs
3.7. Further Conditions

4. Required Format of Proposal
4.1. Format of Proposal
4.2. Layout of Proposal
4.3. Management Summary
4.4. Proposed Solution
4.5. Project Management
4.6. Costs
4.7. Bidder’s General Information
4.7.1. Bidder’s Profile
4.7.2. Third Party / Consortium Profile
4.7.3. Customer Base
4.7.4. Financial Details
4.7.5. Technical Capability
4.7.6. Quality Certification
4.7.7. Industry Standards
4.7.8. Bidder Qualifications
4.7.9. Relevant Services
4.7.10. Specific Skills and Experience
4.8. Details of Management and Key Personnel
4.9. Format and Number of Proposals
4.10. Reference Projects

5. Evaluation & Award Criteria
5.1. Qualification Process
5.2. Evaluation Criteria
5.3. Confidentiality of evaluation
5.4. Determination of responsiveness
5.5. Correction of Errors
5.6. Clarification of proposals
5.7. Interference
5.8. Award Criteria
5.9. Most Economically Advantageous Proposal
5.10. Bidders Qualifications
5.11. Split contracts
5.12. Conformity to Specification
5.13. Product Liability Insurance
5.14. Estimated Quantities
5.15. Number of Suppliers
5.16. Tax certificates
5.17. Status of Parties
5.18. Contract Performance
5.19. Technical Obsolescence
5.20. Contract Termination
5.21. Request for Additional Information from Bidders
5.22. Cost of preparation of proposal
5.23. Acknowledgment of Receipt
5.24. Pre-Proposal Conference
5.25. Discussions with Bidders
5.26. Amendments to the Request for Proposal
5.27. Contractual Terms and Conditions
5.28. Amended Proposals
5.29. Bidders Rights to Withdraw Proposal
5.30. Termination
5.31. Legal Review
5.32. Contract Deviations
5.33. Subcontractors
5.34. Conflict of Interest
5.35. Governing Law
5.36. Compliance with the Applicable Law
5.37. Presentation of proposal
5.38. Additional Costs

6. Appendix A – Terms and Conditions
6.1. Copyright / Intellectual Property Rights
6.2. Implementation
6.3. Financial Arrangements
6.4. Contract Award / Termination
6.5. Ownership
6.6. Framework of Agreement:
6.7. Site Visits
6.8. Alternative proposal
6.9. Price basis
6.10. Proposal Validity Period
6.11. European Directive 92/50/EEC
6.12. Subcontracting
6.13. Contract Review
6.14. Indemnities and Sureties
6.15. Freedom of Information

7. Appendix B – Sample Format of Submission
7.1. Company details
7.2. Type of Company
7.3. Subsidiary Company, Associated Company or Parent Company
7.4. Directors, Partners, and Associates
7.5. Key Personnel
7.6. Financial Information and Bank Details
7.7. Additional Financial Statements
7.8. Bank details
7.9. References
7.10. Proposed Technical Solution

8. Appendix C – Proposal Checklist

9. Appendix D – Technical Setup

9.1. Internet Service Provider Details
9.2. Website Details
9.3. Network Infrastructure
9.4. Desktop
9.5. Servers
9.6. Protocols
9.7. Applications
9.8. Required Hardware
9.9. Background
9.10. Database Requirements

10. Appendix E – Features and Functionality Checklist

11. Appendix F – Certificate As To Canvassing

12. Appendix G – Contact Details

13. Appendix H – Declaration For Applicants

Free Expression of Interest Templates

Expression of Interest template

Vendor Assessment Template

Clarification to Vendor Queries

What’s included in the template pack

The template is in Microsoft Word format and can be downloaded online for only $14.99. The template pack includes the following documents:

Request For Proposal template	57 pages
Expression of Interest template	11 pages
Vendor Assessment	3 x worksheets
Clarification to Vendor Queries	1 x worksheet

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