The call center has decided to outsource the work to replace 500 single monitor by dual LED monitors to increase agent productivity, and reduce overall energy expenditure in the building. The increase in productivity will create a more customer friendly experience by reducing customer wait time and decreasing frustrations that the agents face with the current single monitor setup. The lower energy costs will result in lower operating costs for the call center, and the increase in productivity will generate additional revenue. Hint: Creating a project charter and project scope statement will facilitate to identify the procurement-SOW. Use what you have learned in part 1 to develop an RFP solicitation.
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders section provides sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to Make Sure You are Writing a Comprehensive RFP
1. The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
2. The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
3. The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution list (optional)
Your e-mail address
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS 9
1.1. General Description of Work 9
1.2. What Must Be Included with Bid 9
1.3. Schedule of Bid Period Activities 9
1.4. Location of Work 10
1.5. Pre-Bid Meeting 10
1.6. Owner Contact for Questions 10
1.7. Pre-Award Surveys 10
1.8. Sealed Bid Requirements 10
1.9. Basis for Bid Evaluation 11
1.10. Ethical Standards 11
1.11. Responsibility for Surety Bonds 11
1.12. Proposal Format 11
1.13. List of Bidders 11
1.14. Letter of Acknowledgment 11
2. DESCRIPTION OF WORK 12
2.1. Engineering Contracts 12
2.2. Construction Contracts 13
3. PROPOSAL 13
3.1. Breakdown of Bid Price 14
3.2. Revisions and Extra Work 14
3.3. Escalation Formulas 14
3.4. Scheduled Completion Dates 14
3.5. List of Subcontractors 14
3.6. Key Supplier or Contractor Personnel 14
3.7. Length of Time Bid Is Valid 14
3.8. List of Bid Document Addenda Reviewed by Bidder 14
3.9. Notice of Conflicts or Errors in Bid Documents 14
3.10. Clarifications of Bids 15
3.11. Bidder Signature 15
4. SPECIFICATIONS AND DRAWINGS 15
5. SPECIAL CONDITIONS 15
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS 16
Appendix A 17
Appendix B 18
Supplier/Bidder List 18
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