Below is the  Request For Proposaltemplate body. If necessary, please put the personal information, company information, such as text to replace the specific content you need. you can download the .doc template file on the end of the article by click download link. 



March 11, 2014


Contact Name
Address
Address2  
City, State/Province
Zip/Postal Code



OBJECT: REQUEST FOR PROPOSAL 


Dear [CONTACT NAME],

Our Company is currently looking for the type of [PRODUCT/SERVICE] that you provide. We have been shopping around for the last [NUMBER] weeks. Finally, we have retained a few potential providers that would seem to offer what we need. We have evaluated your [PRODUCT/SERVICE] and are pleased to inform you that your company belongs to that select group.

We would greatly appreciate it if you would be willing to provide us an estimate for [PRODUCT/SERVICE] by [DATE], including all relevant documentation. Please put an emphasis on what sets your company apart. Details of this endeavor are described in the enclosed RFP, entitled Request for Proposal for [PRODUCT/SERVICE NAME], and dated [DATE].

Thank you for your efforts in providing this proposal.


Sincerely,




[YOUR NAME]
[YOUR TITLE]
[YOUR PHONE NUMBER]
[YOUREMAIL@YOURCOMPANY.COM] 






[YOUR COMPANY NAME]










Request for Proposal

for

[PRODUCT/SERVICE]












[YOUR COMPANY DEPARTMENT THAT IS IMPLICATED]















March 11, 2014

I. BACKGROUND
[PRODUCT/SERVICE NAME] 
OBJECTIVES OF [PRODUCT/SERVICE NAME]


II. SCOPE OF WORK
Documents Relating to Scope of Work
Work to be Performed
Installation Work C General Instructions
Acceptance Testing


III. PROGRAM MANAGEMENT
Direction
Schedule


IV. PROPOSAL PROCESS AND SCHEDULE


V. PROPOSAL EVALUATION CRITERIA


VI. REQUIREMENTS AND FORMAT OF THE PROPOSAL
Part 1 C Letter of Transmittal
Part 2 C Understanding of the Scope of Work
Part 3 C Proposed Work Plan and Schedule
Part 4 C Estimated Cost to [YOUR COMPANY NAME]
Part 5 C Proposed Project Team
Part 6 C Relevant Experience and Client References


VII. LIMITATIONS


VIII. PUBLIC RECORDS REQUIREMENTS


IX. ADDENDA

ATTACHMENT A: [SPECIFY TITLE]
ATTACHMENT B: [SPECIFY TITLE]
ATTACHMENT C: [SPECIFY TITLE]


I. BACKGROUND

[NAME OF PRODUCT/SERVICE] 

[YOUR COMPANY DIVISION] intends to use [IDENTIFY PRODUCT/SERVICE] in order to [SPECIFY]. Contractors should propose [PRODUCTS/SERVICES] that are [SPECIFY FEATURES OR TECHNICAL REQUIREMENTS].

Objectives for [NAME OF PRODUCT/SERVICE] Work

The objectives to be achieved by the consultants in this Project are as follows:

[BRIEF DEFINITION OF OBJECTIVES]






These and other work-related requirements are more fully delineated in Section II, Scope of Work.


II. SCOPE OF WORK

[PRODUCT/SERVICE] SPECIFICATIONS OR REQUIREMENTS

The [PRODUCT/SERVICE] should allow OR provide [REQUIRED SPECIFICATIONS OR REQUIREMENTS].

The [PRODUCT/SERVICE] should perform the following functions OR possess the following qualities OR should:

[DETAIL REQUIREMENTS]











Work to be Performed

The Contractors Scope of Work for this Project includes the following [SPECIFY NUMBER] work elements:

[SPECIFY ELEMENTS OF WORK TO BE PERFORMED]






Installation Work C General Instructions

All work shall be done at such times as [YOUR COMPANY NAME] shall deem appropriate. The day-to-day work schedule will be coordinated by [COMPANY DEPARTMENT]. Work shall not begin in any area without specific notification of, and approval by, [PERSONS NAME], or his OR her designee.


Acceptance Testing

The Contractor shall provide a description of acceptance testing procedures and a recommended plan and schedule. The final provisions and procedures will be agreed upon with [YOUR COMPANY NAME] prior to acceptance testing.

The Contractor shall provide the resources necessary to conduct acceptance testing to verify proper operation prior to final acceptance by [YOUR COMPANY NAME].

All test results shall be documented, and submitted to [YOUR COMPANY NAME] for review by the Contractor. The Contractor shall notify [YOUR COMPANY NAME] upon successful completion of acceptance testing.

III. PROGRAM MANAGEMENT

Direction

The [PRODUCT/SERVICE NAME] Project shall be managed by the [SPECIFY] department of [YOUR COMPANY NAME].

It is expected that informal weekly progress and facilitation meetings will be held with the Contractor, and that a formal concise written progress report will be required from the Contractor on a no more frequent than weekly basis in a format determined by [YOUR COMPANY NAME].


Schedule

[YOUR COMPANY NAME] intends to have work commence on [DATE] and have this work completed as soon as professionally possible, no later than [DATE].


IV. PROPOSAL PROCESS AND SCHEDULE

The schedule for selection of a contractor for this Project is as follows:
RFP transmitted to prospective bidders:    [DATE]
Proposal due:          [DATE]
Interviews with selected finalists:    [DATE]

Questions of a technical nature or procedural nature should be directed to:

[NAME, TITLE]
[DEPARTMENT]
[YOUR COMPLETE ADDRESS]

Envelopes containing an original and [SPECIFY NUMBER] copies of the proposal must be sealed and clearly marked in large letters PROPOSAL FOR [PRODUCT/SERVICE NAME]. All proposals must be received prior to [TIME] on [DATE] by:

[NAME]
[DEPARTMENT]
[YOUR COMPLETE ADDRESS]


V. PROPOSAL EVALUATION CRITERIA

[YOUR COMPANY NAME] will evaluate proposals and select a contractor based on a combination of the following factors:

Qualifications and relevant experience of the firms proposed project management team.
Qualifications and relevant experience of the firms proposed staff.
The firms track record of successful completion of assignments similar to this request.
Quality of references from similar work completed recently.
Understanding of the issues facing [YOUR COMPANY NAME] and addressed in implementing this product OR service, and the quality of the proposed Work Plan.
The extent to which the proposed solution matches the needs of [YOUR COMPANY NAME].
Quality of the proposed plan for testing and acceptance of the implemented infrastructure.
Quality of the contractors approach to knowledge transfer.
Reasonableness of cost of labor rates and of products and associated services requested.


VI. REQUIREMENTS AND FORMAT OF THE PROPOSAL

Contractors responding to this RFP shall submit their proposals, organized and presented as outlined below.

Accuracy and completeness are essential. Since the successful proposal will be incorporated into the contract, contractors are cautioned not to make claims or statements to which they are not prepared to commit contractually.

Part 1 C Letter of Transmittal

Part 1 of the Proposal must consist of a letter of transmittal signed by an individual authorized to bind the Contractor contractually. It shall:

Concisely identify the services offered in the proposal.
State that the proposal will remain in effect for a period of [NUMBER] calendar days after the deadline for submission of proposals.
Include the name, title, address, telephone number and email address of one or more contact individuals.
Include the name, title, address, telephone number and email address of one or more individuals who are authorized to sign a contract.


Part 2 C Understanding of the Scope of Work

In this section, Contractor shall provide a concise presentation of its understanding of the major issues facing [YOUR COMPANY NAME] and of the elements required in implementing the scope of work described above. Contractor should notify [YOUR COMPANY NAME] of potential difficulties that might arise in implementing the work, and of major managerial or operational decisions that will have to be made during the term of the contract.


Part 3 C Proposed Work Plan and Schedule

In this section of the proposal, the Contractor will describe the approach and tasks to be undertaken in order to successfully complete the requested work. Issues raised in Section VI, Part 2, shall be addressed, particularly concerning how they will be managed and organized. A proposed schedule by task is to be included.


Part 4 C Estimated Cost to [YOUR COMPANY NAME]

In this section, Contractor shall provide detailed cost estimates for labor, equipment and materials, hardware/software, and all other expenses related to the Scope of Work.

Labor hours should be identified by type of labor and hourly rates, and broken down by tasks described in the Work Plan. Other expenses are to be broken down in a similar fashion (when possible), by tasks described in Work Plan.

Please provide adequate details of how cost estimates and totals were calculated.


Part 5 C Proposed Project Team

In this section, staff members that will be assigned to Project should be identified, as well as their title, labor category and roles in carrying out the proposed Work Plan. This section should highlight why Contractor feels that the selected team members are ideally suited for this Project. Team member biographies (detailing relevant experience and qualifications) must be provided, as well as biographies of any alternative member if any.


Part 6 C Relevant Experience and Client References

In this section, a description of relevant work experience is to be provided, detailing the timeframe over which services were provided to specific clients. Contractors should provide a minimum of [NUMBER] references and indicate the name of company, contact person, address, telephone number and role of the contact person in relation to the services provided. Information of relevance to the Scope of Work should be presented to allow [YOUR COMPANY NAME] to assess Contractors experience. 


VII. LIMITATIONS

[YOUR COMPANY NAME] reserves the unqualified right to waive defects in any proposal, to choose or accept or reject any or all proposals submitted in response to this RFP for any reason whatsoever without explanation or justification, to select any firm as the party with whom it would be willing to enter into an agreement regardless of whether such party shall have submitted a proposal pursuant to this RFP at any time including the deletion, addition, modification or other changes hereto, and to make any decision in any manner as [YOUR COMPANY NAME] may choose in its sole discretion in the determination of its own interests and irrespective of the position of any interested party that in [YOUR COMPANY NAME]s determination is unreasonable, unfair, arbitrary, discriminatory or capricious.

[YOUR COMPANY NAME] may consult references familiar with Contractor, regarding prior projects, management, financial resources, reputation or otherwise. Submission of a proposal in response to this RFP shall constitute permission for [YOUR COMPANY NAME] to make such inquiries and authorization to third parties to respond thereto.

[YOUR COMPANY NAME] makes no representations, warranties or guarantees that the information contained herein is accurate, complete or timely. The furnishing of such information by [YOUR COMPANY NAME] shall not create, nor be deemed to create any obligation or liability upon it for any reason whatsoever, and each organization by expressing its interest and submitting its proposal expressly agrees that it has not relied upon foregoing information and that it shall not hold [YOUR COMPANY NAME] liable or responsible therefore in any manner whatsoever.


VIII. PUBLIC RECORDS REQUIREMENTS

[YOUR COMPANY NAME] shall seek to hold all proposals and subsequent submissions in confidence, to the extent consistent with applicable law, until a final decision has been made or the selection processes is terminated. Respondents are advised, however, that pursuant to [LAW], all materials received by [YOUR COMPANY NAME] which fall within the definition of public record as set forth in [LAW], shall be disclosed by [YOUR COMPANY NAME] upon request.


IX. ADDENDA

All interpretations of RFP specifications, supplemental instructions and responses to individual questions will be in the form of written Addenda to these proposal documents which, if issued, will be emailed, delivered or mailed to all prospective contractors.

ATTACHMENT A
[SPECIFY TITLE]

ATTACHMENT B
[SPECIFY TITLE]

ATTACHMENT C
[SPECIFY TITLE]



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