Re: Request for Proposal forms

[Rowena Hart <rhart -at- XCERT -dot- COM>]

Richard,

Here are some pointers on creating an RFP:

- Always remember that an RFP is a legally binding
contractual agreement.  It isn't the contract itself,
but it is considered (under the law) to be the
foundation of a contract, and is therefore part of a
legal agreement between two parties.

- Second, always clearly define what IS and IS NOT
expected in terms of:

(a) DELIVERABLES.  paper or disk delivery?
how many chapters?  binding preferences for
print documents?  technical appendices?  maps
and charts?  file format (Word, FrameMaker,
or something else)?  delivery at the end of the
project, or at points in between?

(b) COPYRIGHT OWNERSHIP. who owns the
contractors work? if it isn't clearly stated that your
company owns the work, ownership defaults to
the contractor.

(c) HOW YOU WILL EVALUATE THE PROPOSALS
you receive? if you do not have a clearly defined
evaluation process (point system is preferred) you
are opening yourself to legal challenges from the
losers.

(d) QUALIFICATIONS OF APPLICANTS.  what
are the minimum qualifications you will accept?

(e) TIMELINE !!  create a hard and fast timeline
for the project.  make it clear that failure to meet
the timeline (tied to deliverables) constitutes
failure to meet the requirements of the contract,
i.e. the contract becomes invalid.

(f) RESOURCES AND DELIVERABLES OF
YOUR COMPANY AND EMPLOYEES in the
service of the contract.  make it clear what your
company will provide to the contractor, and at
what time you deliver it.  make it clear that any
delays in YOUR delivery will mean that the
timeline the contractor is following will be
re-evaluated.

(g) DEADLINE FOR DELIVERY OF PROPOSALS.
always define the exact date and hour after
which proposals will not be accepted.

(h) SCOPE OF PROPOSAL.  outline what you
expect to see in the proposal itself -- table of
contents, management proposal, technical
proposal, appendices, resumes, price proposal
(sometimes delivered in a separate package
and evaluated separately from the technical
and management proposals).

There are other items as well, but this should get
you started. Best of luck,

Rowena

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Rowena Hart   Technical Writer

Xcert International Inc.
1001-701 West Georgia Street  Phone:  1 (604) 640-6210
Vancouver, BC, Canada V7Y 1C6  Fax: 1 (604) 640-6220
Web: http://www.xcert.com    E-mail: rhart -at- xcert -dot- com

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