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A request for proposal, containing detailed requirements for a project or for a particular aspect of the project, is used to invite offers from vendors. In order to understand how to prepare this document, read through the instructions that follow. You can also download a free request ofr proposal template here.
Request for proposal is the most commonly used name for this document, it’s known by other names, such as request to bid, invitation to bid, invitation for tenders, and others.
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Using the Request for Proposal Template
Here’s what information goes into a request for proposal:
At the top of the request is the name of the project and the name of the company.
Project Objective: This is the first piece of information that needs to be added to the template. These few lines must be tightly focused to give the vendors a good idea of what the whole project is about.
- Task Analysis: A brief list of the tasks required to be performed.
- Suggested Methodology or Approach: The specifications regarding the methods to be adopted for accomplishing the list of tasks detailed out in the above section.
- Team Set-up: The list of team and how they will be coordinating with each other for completing the project.
- Development Process Requirements: The detailed process to be followed for completing the project and the specifications to be observed.
- Review Schedule: The schedule to be followed for periodic review and appraisal of the work.
- End User Requirements: A list of some of the main requirements as specified by the end users.
- Quality Standards: The quality standards that the work is required to meet before it can be accepted as complete.
- Resources Provided: The resources that belong to the company but will be readily disposable for use by the vendor.
Budget, Schedules and Deliverables
- Financial Budget: The detailed budget that has been allocated to the project – mentioning the split-up of finances for various aspects of the project.
- Payment Schedule: Details about when and how the vendors will be reimbursed for the work carried out by them.
- Resource Requirements: A list of the resources that the vendor will be required to arrange for to complete the project successfully.
- Deliverables: A list of the deliverables that the vendor has to ensure at each and every step of the project.
- Schedule for Deliverables: A schedule of when the deliverables are due.
- Progress Evaluation Criteria: How will performance be measured and by whom? How will it be decided whether a task has been successfully completed?
- Progress Evaluation Schedule: The progress review schedule of when the review and evaluation will be carried out by the project team.
Vendor Selection Criteria: A detailed list of requirements and specifications which will be used for selecting the winning vendor from the list of proposals received.
Terms and Conditions
The detailed terms and conditions that both the parties have to comply with till the completion of the project. It should contain a list of the rights and duties of each party and details on how matters will be resolved in case of discrepancies.
The basic qualification criteria which every vendor must satisfy in order to be considered fit for bidding on the project.
- Format for Bidding: The format in which the proposal bids need to be submitted by the vendors.
- Documents Required: The documents the vendor is required to submit along with its bid.
At the end of the request for proposal come the contact details of person or office where the vendors can get more information and where the bids are to be submitted.
Screenshot by: Sidharth Thakur