RFP Boilerplate

This boilerplate is based on this proposal template.

• Administrative information
  
  • Submission of proposals.
  • Modification or withdrawal of proposals.
  • Preparation of proposals
  • Award and contract information
• General provisions
  
  • Independent provider
  • Insurance
  • Taxes
  • Assignment and contractors
  • Termination of contract
  • Account representative
  • Responsiveness
  • Extension and amendment
  • Compliance with laws
  • Audit
  • Conflict of interest
  • Ownership of documents and work product
  • Confidentiality of information
  • Indemnification
• Special provisions information
  
  • Information and conditions for RFP.
    
    • Purpose and intent.
    • Key dates (schedule of events.)
  • Parties involved.
  • Restrictions on communications with staff.
  • Request for proposal conference.
  • Proposal holding payments.
  • RFP formats available.
  • Effective dates of proposal.
  • Advertising award conditions
  • Beginning work.
  • Non-appropriation of funds.
  • Copyright infringements.

• Scope of work
  
  • High level general description and objective to be a working model
  • Scope of activity
    
    • Location of work effort
    • Work parties involved.
    • Company resources required.
  • Tasks to be completed.
    
    • Time schedule.
    • Design phase.
    • Development phase.
    • Installation.
    • Testing and acceptance.
    • Knowledge transfer.
    • Training.
    • Contractor and subcontractor work plan.
  • Deliverables.
    
    • Definition.
    • Requirements.
    • Measurable.

• Requirements and specifications
  
  • IT standards.
  • Hardware.
  • Software.
  • Warranty.
  • Maintenance and support.
  • Reliability.
  • Installation.
  • Site preparation.
  • Performance standards.
  • Training - end user and system Support.
  • Security.
  • Documentation.
  • Migration.
  • Licensing Issues.
  • Code ownership.
  • Vendor staffing and qualifications.
  • Environmental concerns.

• Proposal submission requirements - sequential order
  
  • Technical proposal (Format and contents.)
    
    • Executive summary.
    • Proposer's background and experience.
    • Staffing and project organization.
    • Work plan, dates.
    • Mandatory requirements checklist.
  • Cost proposal (Format and contents.)
    
    • Proposal price schedule - to include all expenses (travel and set-up.)
    • Price breakdown.
    • Change Oorders.
    • Project 5 year life cycle cost analysis.

• Evaluation methodology
  
  • Overview.
  • Compliance with mandatory requirements.
  • Cost proposal scoring and ranking
    
    • Technical proposal evaluation.
      
      • Reference form.
      • Prior applicable experience.
      • Value added, desired or optional features.
      • Evaluation of cost proposal.
      • Oral presentation and demostration.
      • Final rankings of proposals.
• Payment terms
  
  • Time schedule and invoicing.
  • Testing and acceptance.
  • Percentage payment withheld until project completion.

• Price schedule and signatures.
• Attachments
  
  • Copy of draft contract.
  • Product brochures.