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Template for RFPs

Template for RFPs

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Published by Craig Borysowich
To provide potential proposers with the relevant operational, performance, application, and architectural requirements of the system. This information enables proposers to respond with a proposed solution that meets the requirements.
To provide potential proposers with the relevant operational, performance, application, and architectural requirements of the system. This information enables proposers to respond with a proposed solution that meets the requirements.

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Published by: Craig Borysowich on Mar 19, 2009
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02/10/2012

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***System Name

***
Request For Proposal
***Appropriate Graphic***
***Company Name*** Confidential
Document ID: ****.**
Version/Release: *.*
***Date Prepared***
Request for Proposal
Copyri!t
Copyright © ***Company Name***. This document is unpublished and the foregoing notice is
affixed to protect ***Company Name*** in the event of inadvertent publication.
All rights reserved. No part of this document may be reproduced in any form, including
photocopying or transmission electronically to any computer, ithout prior ritten consent of
***Company Name***. The information contained in this document is confidential and
proprietary to ***Company Name*** and may not be used or disclosed except as expressly
authorised in riting by ***Company Name***.
"rademar#s
*** Add trademar! notices as re"uired, e.g. #indos is a trademar! of $icrosoft Corporation.
***
%ther product names mentioned in this document may be trademar!s or registered trademar!s of
their respective companies and are hereby ac!noledged.
***Company Name*** Pae ii
Request for Proposal
Re$ision %istory
Version/
Release Date Description of Re$isions
Superseded Deli$era&les
This document&release supersedes the folloing deliverables.
Document
ID
Version/
Release
Description
***Company Name*** Pae iii
Request for Proposal
"a&le of Contents
'. IN"R(D)C"I(N.............................................................................................................
1.1 Scope and Objectives..................................................................................................................... .....
1.2 Document Organization............................................................................................................ ...........
*. INS"R)C"I(NS "( PR(P(S+RS................................................................................
2.1 Project Schedule........................................................................................................ .........................
2.2 Closing Time and Date.................................................................................................. ......................
2. Clarification................................................................................................................................... .......
2.! Terms and Conditions................................................................................................................ ..........
2.!.1 "orm of #esponse................................................................................................................ ........
2.!.2 Contact Person............................................................................................................................ .
2.!. Supplier #esponse Table............................................................................................................. .
2.!.! $%ception Table.............................................................................................................. ..............
2.!.& 'umber of Copies................................................................................................ ........................
2.!.( #eceipt of #esponses.............................................................................................. ....................
2.!.) Proprietar* +nformation........................................................................................................ .........
2.!., Proposal -cceptance................................................................................................................. ...
2.!.. Deliver*................................................................................................................... .....................
,. +NVIR(N-+N"..............................................................................................................
.1 S*stem -ccess #e/uirements................................................................................................ .............
.2 $%isting Technolog*................................................................................................................. ............
.. +V/0)/"I(N PR(C+SS...............................................................................................
!.1 -ssessment "actors............................................................................................................ ................
!.2 #e/uirements Classification.............................................................................................. ..................
!. $valuation Steps............................................................................................................................... ...
1. 2+N+R/0 R+3)IR+-+N"S.........................................................................................
4. /PP0IC/"I(N (V+RVI+5............................................................................................
(.1 "unctional -rea 0or subs*stem1............................................................................................. ..............
6. F)NC"I(N/0 R+3)IR+-+N"S 789 S)8S9S"+-:...................................................
).1 "unctional -rea 0or subs*stem1............................................................................................. ..............
***Company Name*** Pae i$
Request for Proposal
/PP+NDI; / < 2)ID+0IN+S F(R PR(P(S+R R+SP(NS+S........................................
/PP+NDI; 8 < PR(P(S+R R+SP(NS+ "/80+.............................................................
/PP+NDI; C < +;C+P"I(N "/80+..................................................................................
/PP+NDI; D < C(-P0I/NC+ C%+C=0IS"......................................................................
/PP+NDI; + < FIN/NCI/0 R+SP(NS+...........................................................................
/PP+NDI; F < C(--+N" "/80+.....................................................................................
/PP+NDI; 2 < PR(P(S+R D+C0/R/"I(N....................................................................
/PP+NDI; % < IN"+N" "( R+SP(ND..............................................................................
"/80+S
Table 22 1 2 Project 3ilestones............................................................................................
Table 2 1 2 S*stem -ccess #e/uirements..........................................................................
Table 2 2 2 $%isting Technolog*..........................................................................................
Table &2 1 2 4eneral #e/uirements......................................................................................
Table (2 1 2 Subs*stem 5olumetrics....................................................................................
Table )2 1 2 Subs*stem #e/uirements................................................................................
***Company Name*** Pae $
Request for Proposal
'. IN"R(D)C"I(N
'.' Scope and (&>ecti$es
The 'e"uest for (roposal )'*(+ provides potential proposers ith the relevant
operational, performance, application, and architectural re"uirements of the system. This
information enables proposers to respond ith a proposed solution that meets the
re"uirements.
The functional areas )or subsystems+ of the application to be ac"uired and implemented
are,
*** List the application subsystems. ***
'.* Document (rani?ation
The remainder of this document includes the folloing sections,
• -nstructions to (roposers
• .nvironment
• .valuation process
• General 'e"uirements
• Application %vervie
• *unctional 'e"uirements )by subsystem+
***Company Name*** Pae 4
Request for Proposal
*. INS"R)C"I(NS "( PR(P(S+RS
The folloing details the instructions that proposers are to follo in their response to the
'e"uest for (roposal )'*(+.
*.' Pro>ect Sc!edule
*** Outline the key project milestone dates related to the proposal submission and
evaluation. For example, include at a minimum, dates for the deadline for receipt of
responses, proposer short list established, and proposer selected. ***
Table 2- 0 - Project Milestones
$ilestone /ate
*.* Closin "ime and Date
The response to the '*( shall be submitted to ***Customer Name*** no later than
***time0 e.g., 12,33 ($, .4T.***, ***/ate***.
5ate submissions ill be returned unopened.
*., Clarification
/irect in"uiries, by mail or fax, to,
*** fill in the contact name, address, and fax number. ***
*** describe how responses to inquiries will be handled, outlinin at a minimum, how
the response will be communicated !mail or fax", expected turnaround, and whether
other proposers will receive the response. ***
*.. "erms and Conditions
*** #temi$e the terms and conditions to be followed by the proposer. #nclude any
detailed formattin instructions and tables and%or checklists to be completed as
appendices. ***
*** &he followin terms and conditions sections are included as an example only' ***
*...' Form of Response
To structure your submissions, follo the format outlined in appendix A.
***Company Name*** Pae 6
Request for Proposal
*...* Contact Person
-dentify an individual ho is to be contacted ith "uestions or to obtain clarification ith
respect to the response. (lease provide the telephone and fax number for this contact.
*..., Supplier Response "a&le
Complete the 4upplier 'esponse Table included in the appendices. *or each numbered
re"uirement, mar!ed ith $andatory or /esirable, indicate the degree to hich your
solution meets the re"uirements as follos,
6 The solution meets the re"uirements completely ithout modification to the
standard commercially available versions of your products.
#A The solution meets this re"uirement through use of a 7or! around.8 This 7or!
around8 is detailed, ith appropriate re"uirements paragraph number references,
in the .xception Tables.
C- The proposer ill modify the standard commercially available versions of the
products hich comprise the solution, to meet the re"uirement. These
modifications are included in the "uoted price of the solution.
C. The proposer ill modify the standard commercially available versions of the
products hich comprise the solution, to meet the re"uirement. These
modifications ill be completed at ***Customer Name9s*** expense and are
detailed, ith appropriate re"uirements paragraph number references, in the
.xception Tables.
NA The solution does not meet this re"uirement.
*.... +@ception "a&le
#here the "uestionnaire indicates that modification or a 7or! around8 is re"uired for
your solution to be fully compliant, complete the .xception Table, describing the
modification or or! around re"uired, including an estimated cost.
*...1 Num&er of Copies
%ne printed copy of your response is re"uired.
*...4 Receipt of Responses
'espond either by registered mail or hand delivery. 4eal responses in an envelope,
clearly mar!ed 7'esponse to ***Customer Name9s*** 'e"uest for (roposal.8
'egistered $ail addressed to,
***
:and /eliver or Courier to,
***
***Company Name*** Pae A
Request for Proposal
*...6 Proprietary Information
All proposals ill be considered confidential during the evaluation process. .xtracts of
the proposers9 responses to the 'e"uest for (roposal, including costs, may be used as part
of an evaluation team report. (roposers must indicate in their responses hich parts of
their response, if any, are confidential.
*...A Proposal /cceptance
;pon receipt and evaluation of the proposer9s response, ***Customer Name*** may
select all or part of any proposer9s solution0 or re<ect all responses and initiate a further
search for products.
*...B Deli$ery
=efore acceptance by ***Customer Name***, ***Customer Name*** ill carry out an
acceptance test to confirm that the solution delivered meets the proposer9s claims in its
response to the 'e"uest for (roposal and any subse"uent contract. The proposer ill
have five days to correct any deficiencies revealed by the tests.
***Company Name*** Pae B
Request for Proposal
,. +NVIR(N-+N"
*** (rovide a brief overview in one or two pararaphs describin the customer)s
business and current technoloy environment. ***
,.' System /ccess Requirements
*** Outline, in tabular form, for each subsystem in the proposed application, the number
of users and the type of access to the system they require. ***
Table 3- 0 - System Access Requirements
4ubsystem -n"uiry %nly ;pdate
,.* +@istin "ec!noloy
*** #f the proposer is bein asked to supply hardware and system software or to show
which components of the existin technoloy can be used, outline, in tabular form, the
technoloy currently in use. (rovide a description of each component and the quantity
available. ***
Table 3- 0 - Existing Technology
Component /escription >uantity
***Company Name*** Pae 'C
Request for Proposal
.. +V/0)/"I(N PR(C+SS
..' /ssessment Factors
The folloing assessment factors ill be evaluated by the evaluation team. These factors
are considered !ey to the "ualification process.
*** List the key assessment factors, such as compliance to requirements, ease of use, and
capability for rowth. ***
..* Requirements Classification
*** (rovide a brief description !two to three pararaphs" of the requirements
classification used. For example, describe the meanin of mandatory, desirable, and
optional. ***
.., +$aluation Steps
*** *riefly outline !about one pae" the step by step evaluation process. ***
***Company Name*** Pae ''
Request for Proposal
1. 2+N+R/0 R+3)IR+-+N"S
The folloing table lists general re"uirements that the solution must meet and the
re"uired "ualifications of the proposer.
*** #nclude eneral requirements such as user interface, proposer qualifications and
references, maintainability, security, performance, rowth, documentation, trainin, and
others. +se the ,eneric (ackae -valuation .riteria &emplate as a uide. ***
Table - ! - "eneral Requirements
'eference
Number
'e"uirement
Classification
/escription
***Company Name*** Pae '*
Request for Proposal
4. /PP0IC/"I(N (V+RVI+5
The folloing provides a brief overvie of the application outlining the volumetrics by
functional area )or subsystem+. The proposer is not expected to match the structure
outline, but rather to sho ho the functionality is accomplished in the proposed
solution.
4.' Functional /rea 7or Su&system:
*** For each functional area !or subsystem", list the key entities created and maintained,
the current and expected data volumes, and the number of years of data to be retained.
(rovide a brief explanation of each entity listed. ***
Table #- ! - Subsystem $olumetrics
.ntity&/ata flo Current 'e"uired
1 6ear
?olume
'etained
?olume
1 6ear
?olume
'etained
?olume
***Company Name*** Pae ',
Request for Proposal
6. F)NC"I(N/0 R+3)IR+-+N"S 789 S)8S9S"+-:
The folloing provides a brief description of the functions included in each subsystem
folloed by a detailed list of re"uirements.
6.' Functional /rea 7or Su&system:
*** For each subsystem briefly outline the importance of the subsystem to the business
and list the functions expected to be included in the subsystem. ***
*** List the detailed requirements by function in tabular form. /umber each requirement
!for reference purposes", indicate the requirement classification, and provide a concise
description of the requirement. +se the (ackae -valuation .riteria &emplates as a
uide. ***
Table %- ! - Subsystem Requirements
'eference
Number
'e"uirement
Classification
/escription
***Company Name*** Pae '.
Request for Proposal
/PP+NDI; / < 2)ID+0IN+S F(R PR(P(S+R R+SP(NS+S
***Company Name*** Pae '1
Request for Proposal
/PP+NDI; 8 < PR(P(S+R R+SP(NS+ "/80+
***Company Name*** Pae '4
Request for Proposal
/PP+NDI; C < +;C+P"I(N "/80+
(roposer9s .xception Table
-tem Number Compliance
5evel
$odification Cost Comments
***Company Name*** Pae '6
Request for Proposal
/PP+NDI; D < C(-P0I/NC+ C%+C=0IS"
(roposer9s Compliance Chec!list
'eferenc
e Number
/escription Complianc
e )6&N+
Comments
***Company Name*** Pae 'A
Request for Proposal
/PP+NDI; + < FIN/NCI/0 R+SP(NS+
'ead these instructions carefully before filling out the *inancial response Cost Table. A copy of
these instructions must be included ith the *inancial 'esponse, duly initialled to indicate that
the proposer has read and fully understood these instructions.
*** &he followin is an example of a Financial 0esponse instructions and table. ***
The *inancial 'esponse has 13 columns, described as follos,
Category )Cat+
The response has been divided into nine categories hich are of interest to ***Customer
Name***. 4ome categories ma!e up the cost to ***Customer Name*** for the
proposer9s recommended solution. %ther categories are included for ***Customer
Name9s*** information and imply that the proposer ill ma!e available the service
and&or product, at the cost specified, as re"uired by ***Customer Name***.
4erial Number )@+
A running serial number ithin a category to denote headings of interest.
/escription
A brief description of the product or service.
#arranty (eriod
The number of months the item is covered by the proposer9s arranty.
>uantity
The "uantity of the product or service re"uired to meet ***Customer Names9***
re"uirements.
;nit Cost
The cost per unit of the product or service specified. (lease specify the currency of the
costs "uoted.
.xtension
Calculation of >uantity multiplied by ;nit Cost.
$odification
Any costs associated ith modifying the proposed item for use by ***Customer
Name***.
Total
***Company Name*** Pae 'B
Request for Proposal
Calculation of .xtension plus $odification.
$aintenance )$aint.+
The monthly charge for maintenance and&or support for the item. The maintenance
charge is applicable after the arranty for the item has expired. -f maintenance charges
are applicable during the arranty period, specify these charges as a separate item at the
end of the Cost Table.
(roposer Cost Table
Cat & /escription #arr.
(eriod
>ty ;nit
Cost
.xtension $odification Total $aint.
***Company Name*** Pae *C
Request for Proposal
/PP+NDI; F < C(--+N" "/80+
(roposer Comment Table
'eference
Number
Comments
***Company Name*** Pae *'
Request for Proposal
/PP+NDI; 2 < PR(P(S+R D+C0/R/"I(N
This page is to be completed by an officer of the corporation responding, ho is vested ith
signing authority for that corporation.
(lease indicate that all of your responses are correct by signing the declaration belo.
-, AAAAAAAAAAAAAAAAAAAAAA, on behalf of AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA do
hereby certify that all responses made in this response to the 'e"uest for (roposal, including but
not limited to indications of the current and modifiable capabilities of the applications softare,
the capacity and response time of the hardare, and the estimated costs of providing the goods
re"uired under this response to the 'e"uest for (roposal, are true and correct and available to
***Customer Name***.
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA AAAAAAAAAAAAAAAAAAAAAAA
4igning (arty /ate
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Title
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Name of %rganiBation
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Address
***Company Name*** Pae **
Request for Proposal
/PP+NDI; % < IN"+N" "( R+SP(ND
-f the proposer intends to respond to this 'e"uest for (roposal, complete this page and fax it to
***Customer Name***, attention, ***(ro<ect $anager***, *ax number, ****ax Number***,
by ***/ate***.
%rganiBation Name,
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
%rganiBation Address,
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Contact Name,
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Telephone Number,
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
*ax Number,
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA AAAAAAAAAAAAAAAAAAAAAAA
4igning (arty /ate
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
Title
***Company Name*** Pae *,

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