Ideally, a request for proposal provides interested parties with the information they need to understand your organization’s desired outcomes. A request for proposal should be submitted to a series of consulting firms. It is recommended that an organization obtain a minimum of three bids on all technology-related projects. Obtaining several bids will encourage competition among consultants. Additionally, multiple proposals will allow an organization to compare approaches, rates and features.
This outline of a Request for Proposal (RFP) is presented merely as a guide. Not all sections of this outline will be applicable for all organizations and their respective RFP.
It is the vendor's responsibility to read the entire document
and to comply with all requirements listed herein.
Submittal Due Date and Time:
Specifies that submittals must be received on or before a specific
time and date.
Purpose
What objective does this Request For Proposal (RFP) address?
Scope
A consultant's involvement in an impending project will be defined
by the scope of the project. Relevant information should be presented.
This information includes project objectives, desired outcomes and
long-term technology implementation and goals.
Timetable
A timetable should clearly state the time frame in which the RFP
process will take place.
The following timetable is provided as an example:
June 2, 2003 Issue RFP
June 30, 2003 Pre-Proposal Conference
July 9, 2003 Question Submittal Cut-Off
July 26 NLT 4:00 pm Submit RFP Response
August 5, 2003 Consultant Interviews
On or about August 18 Award of Contract
On or about September 1 Consultants Work Begins
Background
The background portion of an RFP will detail an organization’s
background in regards to pertinent information to be considered
by the consultant. As well, it provides the consultant with an overall
understanding of an organizational mission and resources.
IT Environment
There are a series of explanations that an organization may make
within this section of the RFP. These may include the following:
- What is, if any, the condition of the current IT environment?
- Explain and detail the current use of technology.
- The future of technology within the organization.
Background - Information Technology (IT) Strategic Plan
If an organization has an IT Strategic Plan, it should be detailed
within this section of the RFP.
Additional Background Materials and Web Sites
Any relevant Web sites that will allow a consultant a better understanding
an organization should be listed. This would always include the
organization’s own Web site.
Proposed Work Plan, Approach And Timelines
An organization should specify the following:
- Consultant provides a detailed description of the Work Plan,
Approach and Timeline that is to be followed when meeting specified
objectives.
- Specify the level of involvement and specific tasks the consultant
will require of the organization, in order to meet each objective.
- Identity of the Project Lead to be committed to this project
and the conditions of the individual's continued availability
for follow-on work.
Statement of Experience
Stipulates that consultant provide a description of experience
for each type of effort identified, with specific reference.
IT Expertise
Stipulates that consultant describe the intellectual resources
that would be utilized in this engagement, including Best Practices,
Case Studies and Resources commonly used in this type of engagement.
Examples Of Past Projects
Stipulates that consultant provide examples of the processes and
models generally used in guiding similar projects.
Project Cost Planning
Stipulates that consultant provides a Total Project Cost for the
aforementioned Work Plan and Timeline. For each primary element
or milestone of the Work Plan, the consultant should detail the
staff required, the hourly rate/range respective to staff and estimated
hours. Consultant should also be instructed to identify the key
cost drivers expected to influence the costs of the project, as
well as the consultant’s ability to contain them.
Staffing And Rates
This portion of the RFP directs the consultant to specify the following:
- Provide Standard Billing Rate Sheet.
- Provide rates and policies concerning Reimbursable Expenses.
- Provide an organization chart and typical project-staffing model
(if not covered in a response to items above).
- If the firm has multiple offices, describe which office(s) will
staff this project.
- If this is a joint venture, describe the affiliation structure.
Selection Criteria
An organization may wish to include a section detailing selection
criteria in order to highlight the most important factors determining
the acceptance of a proposal. These factors may include, but are
certainly not limited to, the following:
- Quality and experience of staff proposed to be used on project;
- Relevance of prior and related experience;
- Compatibility of timeline with the organizations needs;
- Total Project Cost.
Evaluation Factors
Additionally, an organization may wish to include a section detailing
selected aspects of the evaluation process. This may be in addition
to the revelation of selection criteria, as stated above.
General Requirements-Additional Instructions For Proposal
Specification for the submissions of proposals may be made. These
might include that the proposal be signed, complete, submitted in
the prescribed format or on forms provided, and comply with the
specifications and legal requirements.
Disqualification of Respondents
If there are specific circumstances that may disqualify a consultant
from the bidding process, an organization may wish to detail them.
Oral Presentations
It is advisable that an organization requires that consultants
submitting proposals make an oral presentation of their proposal.
Scheduling of the time and place of the oral presentation should
be at the discretion of organization submitting the RFP.
Terms And Conditions
This section of an RFP should address any further consideration,
not previously addressed herein. These considerations may include
taxes, subcontracting, conflict of interest, copyrights, consultant
liability, standards for performance, insurance requirements and
applicable local and state laws.
