Request for Proposal Template

Introduction & Background

​[Sender.Company], a (DESCRIPTION OF BUSINESS), is in need of (DESCRIPTION OF END PRODUCT) and is accepting proposals in response to this Request for Proposal (this “RFP” or this “Request for Proposal”) in order to find a qualified source to provide (DESCRIPTION OF END PRODUCT). Our goals with (DESCRIPTION OF END PRODUCT) are:

The objective of this Request for Proposal is to locate a source that will provide the best overall value to [Sender.Company]. While price is a significant factor, other criteria will form the basis of our award decision, as more fully described in the Evaluation Factors section of this Request for Proposal below.

Submission Guidelines & Requirements

The following submission guidelines and requirements apply to this Request for Proposal:

1. First and foremost, only qualified individuals or firms with prior experience on projects such as this should submit proposals in response to this Request for Proposal.

2. Bidders intent on submitting a proposal should notify the representative identified on the cover page no later than (DATE).

3. Bidders must list at least (NUMBER) projects that are substantially similar to this project as part of their response, including references for each. Examples of work should be provided as well.

4. A technical proposal must be provided that is not more than (NUMBER) pages. This technical proposal must provide an overview of the proposed solution as well as resumes of all key personnel performing the work. In addition, the technical proposal should provide a proposed schedule and milestones, as applicable.

5. A price proposal must be provided that is not more than (NUMBER) pages. This price proposal should indicate the overall fixed price for the project as well as hourly rates and an estimated total number of hours, should [Sender.Company] decide to award a contract on an hourly rate basis.

6. Proposals must be signed by a team member who is authorized to commit on behalf of the bidding company.

7. If you have a standard set of terms and conditions, please submit them with your proposal. All terms and conditions will be subject to negotiation.

8. Proposals must be received prior to (DATE) to be considered.

9. Proposals must remain valid for a period of (NUMBER) days.

10. [Sender.Company] anticipates selecting at least two individuals or firms to have more in-depth discussions with, and will make an award to one of these “down-selected” individuals or firms. However, [Sender.Company] reserves the right to select no proposals should no bidder submit a proposal that meets the company's needs.

Project Description

The purpose of this project is as follows:

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​[Sender.Company] currently uses (FORMER SOLUTION). The executive team has determined that it is not effective at (PURPOSE). This lack of efficacy causes (PROBLEM 1).

Furthermore, the current solution is (PROBLEM 2). [Sender.Company] believes that by improving (SERVICE/SOLUTION), we can offer current and future clients more effective service.

The description of the project is as follows:

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​[Sender.Company] is seeking a provider to implement (PROJECT)  that is (DESCRIPTOR 1), (DESCRIPTOR 2) , and (DESCRIPTOR 3) . The (PROJECT) should accomplish (PURPOSE) .

The project must also achieve (GOAL 1), (GOAL 2), and (GOAL 3). Finally, the project should include (GOAL 4).

Project Scope

The scope of the project entails (SCOPE OF WORK). You may provide this in list or paragraph form.

The successful bidder will be responsible for (EXPANDED SCOPE OF WORK).

The criteria set forth below should be met to achieve successful completion of the project:

1. Criteria 1

2. Criteria 2

3. Criteria 3

4. Criteria 4

5. Criteria 5

The acceptance of the work is contingent based on the following criteria:

1. Criteria 1

2. Criteria 2

3. Criteria 3

4. Criteria 4

5. Criteria 5

RFP & Project Timelines

The Request for Proposal timeline is as follows:

The need-date for project completion is (DATE). Bidders may propose a date earlier or later and will be evaluated accordingly.

Budget

​[Sender.Company]’s budget for the project is (DOLLAR AMOUNT).

Evaluation Factors

​[Sender.Company] will rate proposals based on the following factors, with cost being the most important factor:

1. Responsiveness to the requirements set forth in this Request for Proposal

2. Relevant past performance/experience

3. Samples of work

4. Cost, including an assessment of the total cost of ownership

5. Technical expertise/experience of bidder and bidder's staff

​[Sender.Company] reserves the right to award to the bidder that presents the best value to [Sender.Company] as determined solely by [Sender.Company] in its absolute discretion. [Sender.Company] reserves the right to choose no winning bidder after the bidding process should no proposal meet its standards.

By signing below, you agree to accept the terms of this Request for Proposal and become one of the bidders for the project under discussion.