While I don't have a specific RFP template for Testing Tools, I recommend checking out the linked article from Cleveroad (https://www.cleveroad.com/blog/rfp-for-software-development/). Although the article focuses on RFPs for software development in general, it provides valuable insights and practical tips that can be applied to crafting an effective RFP for Testing Tools as well. It covers important considerations such as project requirements, evaluation criteria, and vendor selection, serving as a helpful resource for anyone looking to create a comprehensive RFP template for Testing Tools.
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Assoc Quality Analyst at OptumServe Technology Services
Real User
Top 20
Apr 9, 2015
I have a RFP template that Info-Tech Research group developed. I don't know how to upload the word doc in here therefore I have copied the entire content here. You can export this to the word and modify accordingly. Hope this is useful. My primary focus on Web Services Security Testing.
Software Testing Solution RFP Template
Introduction: How to Use This Template
A Request for Proposal (RFP) is a formal invitation issued by a business or agency requesting interested vendors to submit written proposals meeting a particular set of requirements. If interested in bidding for the project, vendors respond with a description of the techniques they would employ to meet the requirements, a plan of work, and a detailed budget for the project, along with supporting information. An RFP may form part of the final contract once negotiations between the enterprise and the vendor are completed.
Delete all information where text is colored GREY (such as this paragraph). Fill in or delete all form fields shaded in GREY (such as the “Insert Company Name Here” field below). Form shading is not visible in printouts.
Change all necessary text to BLACK before printing or sending.
Insert Company Name Here
Request for Proposal for a Software Testing Solution
Insert Date of Issue Here
Table of Contents
1 STATEMENT OF WORK 3
1.1 PURPOSE 3
1.2 COVERAGE & PARTICIPATION 3
2 GENERAL INFORMATION 3
2.1 ORIGINAL RFP DOCUMENT 3
2.2 THE ORGANIZATION 3
2.3 EXISTING TECHNOLOGY ENVIRONMENT 3
2.4 SCHEDULE OF EVENTS 4
3 PROPOSAL PREPARATION INSTRUCTIONS 4
3.1 VENDOR’S UNDERSTANDING OF THE RFP 4
3.2 GOOD FAITH STATEMENT 4
3.3 COMMUNICATION 4
3.4 PROPOSAL SUBMISSION 6
3.5 CRITERIA FOR SELECTION 6
3.6 SELECTION AND NOTIFICATION 7
4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS 7
4.1 FUNCTIONAL REQUIREMENTS 7
4.2 TECHNICAL SPECIFICATIONS 7
4.3 ENGAGEMENT METHODOLOGY 7
5 VENDOR QUALIFICATIONS & REFERENCES 7
6 BUDGET & ESTIMATED PRICING 8
6.1 ESTIMATED COSTS 8
7 ADDITIONAL TERMS & CONDITIONS 9
7.1 PERSONAL INFORMATION 9
7.2 NON-DISCLOSURE AGREEMENT 10
7.3 COSTS 10
7.4 INTELLECTUAL PROPERTY 10
7.5 RESPONDENT’S RESPONSES 10
7.6 GOVERNING LAW 10
7.7 NO LIABILITY 10
7.8 ENTIRE RFP 11
8 VENDOR CERTIFICATION 11
SCHEDULE “A” NOTICE OF INTENTION 12
1 Statement of Work
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply a Software Testing solution to Insert Enterprise Name Here. The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system.
1.2 Coverage & Participation
The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all departments at Insert Enterprise Name Here along with any satellite offices. Insert Enterprise Name Here reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount.
2 General Information
2.1 Original RFP Document
Insert Enterprise Name Here shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification.
2.2 The Organization
Describe the organization in a few brief paragraphs. Include a description of the business and location, including any satellite offices that will be involved in the project. Also include the objectives of the groups who will be using the system, the number of users for the system, expected growth, and what you hope to achieve with the system.
Insert Enterprise Description Here
Industry:
Products/Services offered:
Customer types (e.g. B2B, B2C, G):
Sector (public, private, NFP):
Major drivers for Software Testing system (e.g. policy, compliance, response to existing threats):
Relevant compliance regulations (e.g. SEC 17a, Sarbanes-Oxley, HIPAA):
2.3 Existing Technology Environment
The following is a listing of our current technology environment.
Insert Existing Technology Environment Here
Example:
LAN type
Server operating system
Desktop operating system
Development platforms
End-point deployment solutions and approach to ALM solution deployment
Third-party API integration(s)
2.4 Schedule of Events
The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by email to all invited bidders.
List all major dates or milestones below. Include the issuance of the RFP, the technical questions closing dates, the RFP response closing date (including an exact time and time zone), the end of evaluation date, and the final award notification date.
Issuance of RFP Insert Date Here
Technical Questions/Inquiries Due Insert Date, Time, Time Zone Here
RFP Closes Insert Date, Time, Time Zone Here
Complete Initial Evaluation Insert Date Here
Final Award Notification Insert Date Here
Example:
Issuance of RFP November 10, 2014
Technical Questions/Inquiries Due December 8, 2014 17:00 EST
RFP Closes December 15, 2014 14:00 EST
Complete Initial Evaluation January 5, 2015
Final Award Notification January 12, 2015
3 Proposal Preparation Instructions
3.1 Vendor’s Understanding of the RFP
In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Insert Enterprise Name Here as necessary to gain such understanding. Insert Enterprise Name Here reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Insert Enterprise Name Here reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Insert Enterprise Name Here
3.2 Good Faith Statement
All information provided by Insert Enterprise Name Here in this RFP is offered in good faith. Individual items are subject to change at any time. Insert Enterprise Name Here makes no certification that any item is without error. Insert Enterprise Name Here is not responsible or liable for any use of the information or for any claims asserted therefrom.
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.
3.3.1 Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between Insert Enterprise Name Here and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:
Insert Enterprise Name Here
Insert Department Name Here
Insert Address Here
Insert City, State/Province, ZIP/Postal Code Here
Attention: Insert Contact Name Here
Telephone: Insert (Area Code) Phone Number Here
Fax: Insert (Area Code) Fax Number Here
Email: Insert Contact Email Address Here
3.3.2 Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’ representatives in any kind of capacity, to/from any Insert Enterprise Name Here employee or representative of any kind or capacity with the exception of Insert Contact Name Here for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time.
3.3.3 Formal Communications shall include, but are not limited to:
• Questions concerning this RFP: Questions must be submitted in writing and be received prior to Insert Date, Time, Time Zone Here.
• Errors and omissions in this RFP and enhancements: Vendors shall bring to Insert Enterprise Name Here any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to Insert Enterprise Name Here any enhancements that might be in the best interests of Insert Enterprise Name Here. These recommendations must be submitted in writing and be received prior to Insert Date, Time, Time Zone Here.
• Inquiries about technical interpretations must be submitted in writing and be received prior to Insert Date, Time, Time Zone Here.
• Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.
• Verbal and/or written presentations and pre-award negations under this RFP.
• Addenda to this RFP.
Addenda: Insert Enterprise Name Here will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within Insert Number of Days (#) Here business days. All questions, answers, and addenda will be shared with all recipients.
Insert Enterprise Name Here will not respond to any questions or requests for clarification that require addenda, if received by Insert Enterprise Name Here after Insert Date, Time, Time Zone Here.
Indicate how written responses will be addressed.
Example:
All addenda will be posted to our website only.
Insert Site Address or other Form of Communication Here
Example:
www.the-organization.com/RFPvendor-addenda.html 3.4 Proposal Submission
Proposals must be delivered sealed to:
Insert Contact Name Here
Insert Enterprise Name Here
Insert Department Name Here
Insert Address Here
Insert City, State/Province, ZIP/Postal Code Here
on or prior to Insert Date, Time, Time Zone Here. Insert Enterprise Name Here shall not accept proposals received by fax.
Vendors are to submit Insert Number of Copies (#) Here original copy of proposal marked “Original” and Insert Number of Copies (#) Here marked “Copy.” Each original and copy must be individually bound. Please provide one electronic copy on a CD. Insert Enterprise Name Here will not accept proposals delivered via email.
3.5 Criteria for Selection
The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply Insert Enterprise Name Here with a [System Type] identified in the Scope of Work.
Evaluation Criteria:
1. [Criteria]
2. [Criteria]
3. [Criteria]
4. [Criteria]
5. [Criteria]
Example:
1. Capability of vendor to meet or exceed requirements set forth in Scope of Work.
2. Expressed interest in working with [company name].
3. Financial stability of vendor.
4. Ability of vendor to communicate its vision and capacity for establishing a relationship that addresses current and future needs and trends in the industry.
5. Apparent likelihood and desirability of proposed system.
3.6 Selection and Notification
Vendors determined by Insert Enterprise Name Here who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail. Those vendors not selected for the negotiation phase will not be notified.
4 Scope of Work, Specifications & Requirements
Include a detailed list of the business and technical requirements. Include a further description for each requirement (typically, in order of importance or in logical categories with importance ranked), and ask the vendor to describe how they will fulfill each requirement.
4.1 Functional Requirements
This section should contain a detailed description of the essential characteristics of the product or service. Identify special or distinctive requirements that differentiate the organization’s needs from other buyers. Avoid making the specifications unnecessarily specific; this can eliminate viable suppliers.
Example: “The reporting component of the software is to generate the following type of standard reports: …The specific data to be included in a report should be selectable using a menu system. The system will reject a report request if the requestor does not have access rights to the data.”
4.2 Technical Specifications
This section should describe any technical standards or interconnection requirements that the product must address, or skill requirements for technical staff. Make it clear if some technical standards are preferred but not compulsory.
Example:
• The application software must operate on Windows Server 2008
• The application must utilize Windows SQL Server 2008
4.3 Engagement Methodology
This section should identify any special requirements for how and where the vendor is to carry out work, key responsibilities of the vendor, and any special terms and conditions that are to be included in the contract but are not covered in Section 7, Additional Terms and Conditions.
For example, the vendor staff will work at our development center at 2500 Main Street, Palo Alto, CA. The purchaser can, at its convenience, terminate the development contract with one month’s notice.
5 Vendor Qualifications & References
All vendors must provide the following information in order for their proposal to be considered:
Example:
1. A brief outline of the vendor company and services offered, including:
• Full legal name of the company
• Year business was established
• Number of people currently employed
• Income statement and balance sheet for each of the two most recently completed fiscal years certified by a public accountant
2. An outline of the product line-up and/or services it currently supports.
3. A description of geographic reach and market penetration.
4. An outline of partnerships and relationships to date.
5. An outline of current and future strategies in the marketplace.
6. Information on its current clients, including:
• Total number of current clients.
• A list of clients with similar needs using similar products and/or services.
• Evidence of successful completion of a project of a similar size and complexity.
7. References: Contact information for five references (if possible) from projects similar in size, application, and scope and a brief description of their implementation.
6 Budget & Estimated Pricing
All vendors must fill out the following cost breakdown for the implementation of their solution for Insert Enterprise Name Here’s project as described in this RFP. Costs should be identified as either capital or non-capital in nature. The vendor must agree to keep these prices valid for [Number of Days (#)] days as of [Date, Time, and Time Zone].
6.1 Estimated Costs
For all available deployment models, provide a five year cost summary as displayed below.
Five Year Total Cost Summary
Costs Total Year 1 Year 2 Year 3 Year 4 Year 5
Hardware
Software Licensing
Third-Party Software (Middleware)
Installation
Legacy Data Loading
Maintenance
Documentation & Training
Project Management
Miscellaneous
Total:
Suggested Cost Categories:
Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software.
Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software.
Third-Party Software (Middleware): List, describe, and record the cost of each piece of software (including operating systems) that is required to optimally run the software.
Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed software.
Integration: Describe any labor, equipment, supplies, or other costs associated with integrating [Insert Proposed Solution] into our current architecture and back-end systems.
Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system.
Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of your proposed [Insert System Solution].
Documentation & Training: If there are fees associated with your user or technical documentation, list them here.
Project Management: If there are project management fees associated with your proposed software, list and describe them here.
Miscellaneous: List and describe any other costs associated with your proposed software solution.
7 Additional Terms & Conditions
7.1 Personal Information
7.1.1 General
Depending on the circumstances, Insert Enterprise Name Here may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent. Insert Enterprise Name Here will treat this information in accordance with the provisions of this Section [Section Number].
7.1.2 Requested Personal Information
Any personal information as defined in the [Applicable Legislation] that is requested from each Respondent by Insert Enterprise Name Here shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each Respondent to obtain the consent of such individuals prior to providing the information to Insert Enterprise Name Here. Insert Enterprise Name Here will consider that the appropriate consents have been obtained for the disclosure to and use by Insert Enterprise Name Here of the requested information for the purposes described.
7.2 Non-Disclosure Agreement
Insert Enterprise Name Here reserves the right to require any Respondent to enter into a non-disclosure agreement.
7.3 Costs
The RFP does not obligate Insert Enterprise Name Here to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of Insert Enterprise Name Here, subject to claims of confidentiality in respect of the Response and supporting documentation.
7.4 Intellectual Property
The Respondent should not use any intellectual property of Insert Enterprise Name Here including, but not limited to, all logos, registered trademarks, or trade names of Insert Enterprise Name Here, at any time without the prior written approval of Insert Enterprise Name Here, as appropriate.
7.5 Respondent’s Responses
All accepted Responses shall become the property of Insert Enterprise Name Here and will not be returned.
7.6 Governing Law
This RFP and the Respondent’s Response shall be governed by the laws of [Relevant Jurisdiction].
7.7 No Liability
Insert Enterprise Name Here shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:
• Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or
• As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.
7.8 Entire RFP
This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.
8 Vendor Certification
This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.
The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.
This proposal is submitted in response to [RFP ID] issued by Insert Enterprise Name Here. The undersigned is a duly authorized officer, hereby certifies that:
(Vendor Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of [Number of Days (#)] calendar days as of [RFP Due Date].
The undersigned further certify that their firm (check one):
IS
IS NOT
currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Insert Enterprise Name Here of any change in this status, should one occur, until such time as an award has been made under this procurement action.
Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:
Name: Title:
Signature: Date:
Name: Title:
Signature: Date:
Signature of Authorized Officer:
Name: Title:
Signature: Date:
Please state your intention with regard to the Request for Proposal [RFP ID] by selecting one of the following:
[ ] Intends to respond to Insert Enterprise Name Here’s Request for Proposal
[ ] Does not intend to respond to Insert Enterprise Name Here’s Request for Proposal
TO:
[CLIENT ORGANIZATION NAME]
[CLIENT NAME, TITLE, AND ADDRESS]
[TELEPHONE NO.]
[FAX NO.]
_____________________________________________________
For acceptable use of this template, refer to Info-Tech's Terms of Use. These documents are intended to supply general information only, not specific professional or personal advice, and are not intended to be used as a substitute for any kind of professional advice. Use this document either in whole or in part as a basis and guide for document creation. To customize this document with corporate marks and titles, simply replace the Info-Tech information in the Header and Footer fields of this document.
Functional Testing Tools are essential for verifying software functionality. By simulating real-case scenarios, they help ensure applications run smoothly, providing teams with confidence before deployment.Designed to validate software systems against specified functional requirements, these tools automate test case execution, enhancing efficiency and accuracy. Many tools provide integration with development environments, making them user-friendly for testers. Their adaptability to different...
While I don't have a specific RFP template for Testing Tools, I recommend checking out the linked article from Cleveroad (https://www.cleveroad.com/blog/rfp-for-software-development/). Although the article focuses on RFPs for software development in general, it provides valuable insights and practical tips that can be applied to crafting an effective RFP for Testing Tools as well. It covers important considerations such as project requirements, evaluation criteria, and vendor selection, serving as a helpful resource for anyone looking to create a comprehensive RFP template for Testing Tools.
I have uploaded a RFP Template here:
s000.tinyupload.com/
Please contact me directly if you have problems downloading/accessing the file.
I have a RFP template that Info-Tech Research group developed. I don't know how to upload the word doc in here therefore I have copied the entire content here. You can export this to the word and modify accordingly. Hope this is useful. My primary focus on Web Services Security Testing.
Software Testing Solution RFP Template
Introduction: How to Use This Template
A Request for Proposal (RFP) is a formal invitation issued by a business or agency requesting interested vendors to submit written proposals meeting a particular set of requirements. If interested in bidding for the project, vendors respond with a description of the techniques they would employ to meet the requirements, a plan of work, and a detailed budget for the project, along with supporting information. An RFP may form part of the final contract once negotiations between the enterprise and the vendor are completed.
Delete all information where text is colored GREY (such as this paragraph). Fill in or delete all form fields shaded in GREY (such as the “Insert Company Name Here” field below). Form shading is not visible in printouts.
Change all necessary text to BLACK before printing or sending.
Insert Company Name Here
Request for Proposal for a Software Testing Solution
Insert Date of Issue Here
Table of Contents
1 STATEMENT OF WORK 3
1.1 PURPOSE 3
1.2 COVERAGE & PARTICIPATION 3
2 GENERAL INFORMATION 3
2.1 ORIGINAL RFP DOCUMENT 3
2.2 THE ORGANIZATION 3
2.3 EXISTING TECHNOLOGY ENVIRONMENT 3
2.4 SCHEDULE OF EVENTS 4
3 PROPOSAL PREPARATION INSTRUCTIONS 4
3.1 VENDOR’S UNDERSTANDING OF THE RFP 4
3.2 GOOD FAITH STATEMENT 4
3.3 COMMUNICATION 4
3.4 PROPOSAL SUBMISSION 6
3.5 CRITERIA FOR SELECTION 6
3.6 SELECTION AND NOTIFICATION 7
4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS 7
4.1 FUNCTIONAL REQUIREMENTS 7
4.2 TECHNICAL SPECIFICATIONS 7
4.3 ENGAGEMENT METHODOLOGY 7
5 VENDOR QUALIFICATIONS & REFERENCES 7
6 BUDGET & ESTIMATED PRICING 8
6.1 ESTIMATED COSTS 8
7 ADDITIONAL TERMS & CONDITIONS 9
7.1 PERSONAL INFORMATION 9
7.2 NON-DISCLOSURE AGREEMENT 10
7.3 COSTS 10
7.4 INTELLECTUAL PROPERTY 10
7.5 RESPONDENT’S RESPONSES 10
7.6 GOVERNING LAW 10
7.7 NO LIABILITY 10
7.8 ENTIRE RFP 11
8 VENDOR CERTIFICATION 11
SCHEDULE “A” NOTICE OF INTENTION 12
1 Statement of Work
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply a Software Testing solution to Insert Enterprise Name Here. The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system.
1.2 Coverage & Participation
The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all departments at Insert Enterprise Name Here along with any satellite offices. Insert Enterprise Name Here reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount.
2 General Information
2.1 Original RFP Document
Insert Enterprise Name Here shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification.
2.2 The Organization
Describe the organization in a few brief paragraphs. Include a description of the business and location, including any satellite offices that will be involved in the project. Also include the objectives of the groups who will be using the system, the number of users for the system, expected growth, and what you hope to achieve with the system.
Insert Enterprise Description Here
Industry:
Products/Services offered:
Customer types (e.g. B2B, B2C, G):
Sector (public, private, NFP):
Major drivers for Software Testing system (e.g. policy, compliance, response to existing threats):
Relevant compliance regulations (e.g. SEC 17a, Sarbanes-Oxley, HIPAA):
2.3 Existing Technology Environment
The following is a listing of our current technology environment.
Insert Existing Technology Environment Here
Example:
LAN type
Server operating system
Desktop operating system
Development platforms
End-point deployment solutions and approach to ALM solution deployment
Third-party API integration(s)
2.4 Schedule of Events
The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by email to all invited bidders.
List all major dates or milestones below. Include the issuance of the RFP, the technical questions closing dates, the RFP response closing date (including an exact time and time zone), the end of evaluation date, and the final award notification date.
Issuance of RFP Insert Date Here
Technical Questions/Inquiries Due Insert Date, Time, Time Zone Here
RFP Closes Insert Date, Time, Time Zone Here
Complete Initial Evaluation Insert Date Here
Final Award Notification Insert Date Here
Example:
Issuance of RFP November 10, 2014
Technical Questions/Inquiries Due December 8, 2014 17:00 EST
RFP Closes December 15, 2014 14:00 EST
Complete Initial Evaluation January 5, 2015
Final Award Notification January 12, 2015
3 Proposal Preparation Instructions
3.1 Vendor’s Understanding of the RFP
In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Insert Enterprise Name Here as necessary to gain such understanding. Insert Enterprise Name Here reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Insert Enterprise Name Here reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Insert Enterprise Name Here
3.2 Good Faith Statement
All information provided by Insert Enterprise Name Here in this RFP is offered in good faith. Individual items are subject to change at any time. Insert Enterprise Name Here makes no certification that any item is without error. Insert Enterprise Name Here is not responsible or liable for any use of the information or for any claims asserted therefrom.
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.
3.3.1 Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between Insert Enterprise Name Here and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:
Insert Enterprise Name Here
Insert Department Name Here
Insert Address Here
Insert City, State/Province, ZIP/Postal Code Here
Attention: Insert Contact Name Here
Telephone: Insert (Area Code) Phone Number Here
Fax: Insert (Area Code) Fax Number Here
Email: Insert Contact Email Address Here
3.3.2 Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’ representatives in any kind of capacity, to/from any Insert Enterprise Name Here employee or representative of any kind or capacity with the exception of Insert Contact Name Here for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time.
3.3.3 Formal Communications shall include, but are not limited to:
• Questions concerning this RFP: Questions must be submitted in writing and be received prior to Insert Date, Time, Time Zone Here.
• Errors and omissions in this RFP and enhancements: Vendors shall bring to Insert Enterprise Name Here any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to Insert Enterprise Name Here any enhancements that might be in the best interests of Insert Enterprise Name Here. These recommendations must be submitted in writing and be received prior to Insert Date, Time, Time Zone Here.
• Inquiries about technical interpretations must be submitted in writing and be received prior to Insert Date, Time, Time Zone Here.
• Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.
• Verbal and/or written presentations and pre-award negations under this RFP.
• Addenda to this RFP.
Addenda: Insert Enterprise Name Here will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within Insert Number of Days (#) Here business days. All questions, answers, and addenda will be shared with all recipients.
Insert Enterprise Name Here will not respond to any questions or requests for clarification that require addenda, if received by Insert Enterprise Name Here after Insert Date, Time, Time Zone Here.
Indicate how written responses will be addressed.
Example:
All addenda will be posted to our website only.
Insert Site Address or other Form of Communication Here
Example:
www.the-organization.com/RFPvendor-addenda.html
3.4 Proposal Submission
Proposals must be delivered sealed to:
Insert Contact Name Here
Insert Enterprise Name Here
Insert Department Name Here
Insert Address Here
Insert City, State/Province, ZIP/Postal Code Here
on or prior to Insert Date, Time, Time Zone Here. Insert Enterprise Name Here shall not accept proposals received by fax.
Vendors are to submit Insert Number of Copies (#) Here original copy of proposal marked “Original” and Insert Number of Copies (#) Here marked “Copy.” Each original and copy must be individually bound. Please provide one electronic copy on a CD. Insert Enterprise Name Here will not accept proposals delivered via email.
3.5 Criteria for Selection
The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply Insert Enterprise Name Here with a [System Type] identified in the Scope of Work.
Evaluation Criteria:
1. [Criteria]
2. [Criteria]
3. [Criteria]
4. [Criteria]
5. [Criteria]
Example:
1. Capability of vendor to meet or exceed requirements set forth in Scope of Work.
2. Expressed interest in working with [company name].
3. Financial stability of vendor.
4. Ability of vendor to communicate its vision and capacity for establishing a relationship that addresses current and future needs and trends in the industry.
5. Apparent likelihood and desirability of proposed system.
3.6 Selection and Notification
Vendors determined by Insert Enterprise Name Here who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail. Those vendors not selected for the negotiation phase will not be notified.
4 Scope of Work, Specifications & Requirements
Include a detailed list of the business and technical requirements. Include a further description for each requirement (typically, in order of importance or in logical categories with importance ranked), and ask the vendor to describe how they will fulfill each requirement.
4.1 Functional Requirements
This section should contain a detailed description of the essential characteristics of the product or service. Identify special or distinctive requirements that differentiate the organization’s needs from other buyers. Avoid making the specifications unnecessarily specific; this can eliminate viable suppliers.
Example: “The reporting component of the software is to generate the following type of standard reports: …The specific data to be included in a report should be selectable using a menu system. The system will reject a report request if the requestor does not have access rights to the data.”
4.2 Technical Specifications
This section should describe any technical standards or interconnection requirements that the product must address, or skill requirements for technical staff. Make it clear if some technical standards are preferred but not compulsory.
Example:
• The application software must operate on Windows Server 2008
• The application must utilize Windows SQL Server 2008
4.3 Engagement Methodology
This section should identify any special requirements for how and where the vendor is to carry out work, key responsibilities of the vendor, and any special terms and conditions that are to be included in the contract but are not covered in Section 7, Additional Terms and Conditions.
For example, the vendor staff will work at our development center at 2500 Main Street, Palo Alto, CA. The purchaser can, at its convenience, terminate the development contract with one month’s notice.
5 Vendor Qualifications & References
All vendors must provide the following information in order for their proposal to be considered:
Example:
1. A brief outline of the vendor company and services offered, including:
• Full legal name of the company
• Year business was established
• Number of people currently employed
• Income statement and balance sheet for each of the two most recently completed fiscal years certified by a public accountant
2. An outline of the product line-up and/or services it currently supports.
3. A description of geographic reach and market penetration.
4. An outline of partnerships and relationships to date.
5. An outline of current and future strategies in the marketplace.
6. Information on its current clients, including:
• Total number of current clients.
• A list of clients with similar needs using similar products and/or services.
• Evidence of successful completion of a project of a similar size and complexity.
7. References: Contact information for five references (if possible) from projects similar in size, application, and scope and a brief description of their implementation.
6 Budget & Estimated Pricing
All vendors must fill out the following cost breakdown for the implementation of their solution for Insert Enterprise Name Here’s project as described in this RFP. Costs should be identified as either capital or non-capital in nature. The vendor must agree to keep these prices valid for [Number of Days (#)] days as of [Date, Time, and Time Zone].
6.1 Estimated Costs
For all available deployment models, provide a five year cost summary as displayed below.
Five Year Total Cost Summary
Costs Total Year 1 Year 2 Year 3 Year 4 Year 5
Hardware
Software Licensing
Third-Party Software (Middleware)
Installation
Legacy Data Loading
Maintenance
Documentation & Training
Project Management
Miscellaneous
Total:
Suggested Cost Categories:
Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software.
Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software.
Third-Party Software (Middleware): List, describe, and record the cost of each piece of software (including operating systems) that is required to optimally run the software.
Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed software.
Integration: Describe any labor, equipment, supplies, or other costs associated with integrating [Insert Proposed Solution] into our current architecture and back-end systems.
Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system.
Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of your proposed [Insert System Solution].
Documentation & Training: If there are fees associated with your user or technical documentation, list them here.
Project Management: If there are project management fees associated with your proposed software, list and describe them here.
Miscellaneous: List and describe any other costs associated with your proposed software solution.
7 Additional Terms & Conditions
7.1 Personal Information
7.1.1 General
Depending on the circumstances, Insert Enterprise Name Here may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent. Insert Enterprise Name Here will treat this information in accordance with the provisions of this Section [Section Number].
7.1.2 Requested Personal Information
Any personal information as defined in the [Applicable Legislation] that is requested from each Respondent by Insert Enterprise Name Here shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each Respondent to obtain the consent of such individuals prior to providing the information to Insert Enterprise Name Here. Insert Enterprise Name Here will consider that the appropriate consents have been obtained for the disclosure to and use by Insert Enterprise Name Here of the requested information for the purposes described.
7.2 Non-Disclosure Agreement
Insert Enterprise Name Here reserves the right to require any Respondent to enter into a non-disclosure agreement.
7.3 Costs
The RFP does not obligate Insert Enterprise Name Here to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of Insert Enterprise Name Here, subject to claims of confidentiality in respect of the Response and supporting documentation.
7.4 Intellectual Property
The Respondent should not use any intellectual property of Insert Enterprise Name Here including, but not limited to, all logos, registered trademarks, or trade names of Insert Enterprise Name Here, at any time without the prior written approval of Insert Enterprise Name Here, as appropriate.
7.5 Respondent’s Responses
All accepted Responses shall become the property of Insert Enterprise Name Here and will not be returned.
7.6 Governing Law
This RFP and the Respondent’s Response shall be governed by the laws of [Relevant Jurisdiction].
7.7 No Liability
Insert Enterprise Name Here shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:
• Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or
• As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.
7.8 Entire RFP
This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.
8 Vendor Certification
This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.
The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.
This proposal is submitted in response to [RFP ID] issued by Insert Enterprise Name Here. The undersigned is a duly authorized officer, hereby certifies that:
(Vendor Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of [Number of Days (#)] calendar days as of [RFP Due Date].
The undersigned further certify that their firm (check one):
IS
IS NOT
currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Insert Enterprise Name Here of any change in this status, should one occur, until such time as an award has been made under this procurement action.
Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:
Name: Title:
Signature: Date:
Name: Title:
Signature: Date:
Signature of Authorized Officer:
Name: Title:
Signature: Date:
Schedule “A” Notice of Intention
[RFP ID]
NOTICE OF INTENTION
REQUEST FOR PROPOSAL
From:
[VENDOR ORGANIZATION NAME]
[AUTHORIZED REPRESENTATIVE]
[TELEPHONE NO.]
[FAX NO.]
[EMAIL]
Please state your intention with regard to the Request for Proposal [RFP ID] by selecting one of the following:
[ ] Intends to respond to Insert Enterprise Name Here’s Request for Proposal
[ ] Does not intend to respond to Insert Enterprise Name Here’s Request for Proposal
TO:
[CLIENT ORGANIZATION NAME]
[CLIENT NAME, TITLE, AND ADDRESS]
[TELEPHONE NO.]
[FAX NO.]
_____________________________________________________
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