Guide to writing an RFP - Request for proposal |
Posted: October 24, 2020 |
The RFP, Request for Proposal, is a document that contains the bases and premises for pre-selected suppliers to carry out their technical, functional, project, and economic proposals. Key sections of an RFP You can easily identify the key parts your RFP process should include by answering each of the following questions:
Explain the reasons why your organization needs to purchase a solution.
Describe your organization.
Describe what your organization is looking for.
Detail the information you need from ERP providers; Specify the criteria you will use for evaluation and the criteria to reach the contract signature. Project guidelines Outline the products and services your organization is seeking as well as the hiring goals. Background Present a summary of your organization: operations, markets in which it operates, profile of your clients and what you consider necessary for the proponents to have a dimension of your company. It is advisable to even honestly cite the strengths and weaknesses that your company has. Be sure to include information about the people who will be involved in the project and the contact executives related to this project. Task scopes List the specific tasks that will be performed by the provider and the expectations your organization has for the results to be achieved. Include a detailed list of responsibilities, particularly when subcontractors are involved. Performance expectations Specify the minimum performance that your organization expects from the supplier, the methods that will be used to monitor performance, and the process for implementing corrective actions. Deliverables Provide a list of all products, reports, and plans to be delivered to your organization and a tentative schedule of deliverables. Contract terms Specify the minimum and maximum duration of the contract and the renewal options. Payments, prizes and penalties Be explicit about the payment conditions according to the deliverables and their performance. Highlight or underline the basis for obtaining an award for superior performance and the penalties that the supplier must pay for inadequate performance or for not meeting commitments. Contractual terms and conditions Attach a standard model of your hiring, required certificates and necessary insurance policies. If you do not have this standardized documentation, ask the proponent for their contracting model. Requirements to prepare proposals Prepare a consistent structure with standardized content, information, and documents for proposers to respond equally and to simplify evaluation work. You should request a particular proposal structure and specify the documents you expect to receive. Evaluation and selection process Specify the procedures and criteria that will be used to evaluate the proposals and to select the contractor.
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