Rfp Template
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PROJ598 – Contract and Procurement Management
RFP Template:
Template notes:
The formats of RFPs used by companies and government agencies are seldom the same. The organization of the technical, management, and commercial information included in RFPs varies. There are six commonly used sections of information that procurement groups include in RFPs. We will use these six sections as a template for your RFPs.
1. Instructions to Bidders
2. Description of Work
3. Proposal
4. Specifications and Drawings
5. Special Conditions
6. General Conditions and Contract Agreement
The Instructions to Bidders provide sufficient information to bidders to allow them to prepare a responsive bid proposal. Most of this information is not required in the final contract for the work. The information in the Description of Work, Proposal, Specifications and Drawings, Special Conditions, and the General Conditions and Contract Agreement sections is included in the final contract for the work. The remainder of this template discusses each of these sections included in RFPs.
Please feel free to type “N/A” under sections that are not applicable to your project and to add sub-sections as desired. Also, you will want to delete the description information (in blue) after you have added your data under each section of the template.
How to make sure you are writing a comprehensive RFP:
The RFP should provide sufficient information for a bidder to prepare a bid proposal that is responsive to each of the technical, management, and commercial requirements specified in the RFP.
The RFP should provide the necessary information concerning contract requirements. When the information from the successful bid proposal is combined with the requirements in the RFP, all of the information required to prepare a contract for the work should be available.
The management requirement in the RFP should define how the contract work will be managed by the owner and the contractor.
Request for Proposal Template
Name of the RFP Topic you chose.
Name of your company (optional)
Company address (optional)
Company phone (optional)
Distribution List (optional)
Your name
Your e-mail address
PM598 – Current term
TABLE OF CONTENTS
1. INSTRUCTIONS TO BIDDERS
1.1. General Description of Work
1.2. What Must Be Included with Bid
1.3. Schedule of Bid Period Activities
1.4. Location of Work
1.5. Pre-Bid Meeting
1.6. Owner Contact for Questions
1.7. Pre-Award Surveys
1.8. Sealed Bid Requirements
1.9. Basis for Bid Evaluation
1.10. Ethical Standards
1.11. Responsibility for Surety Bonds
1.12. Proposal Format
1.13. List of Bidders
1.14. Letter of Acknowledgment
2. DESCRIPTION OF WORK
2.1. Engineering Contracts
2.2. Construction Contracts
3. PROPOSAL
3.1. Breakdown of Bid Price
3.2. Revisions and Extra Work
3.3. Escalation Formulas
3.4. Scheduled Completion Dates
3.5. List of Subcontractors
3.6. Key Supplier or Contractor Personnel
3.7. Length of Time Bid Is Valid
3.8. List of Bid Document Addenda Reviewed by Bidder
3.9. Notice of Conflicts or Errors in Bid Documents
3.10. Clarifications of Bids
3.11. Bidder Signature
4. SPECIFICATIONS AND DRAWINGS
5. SPECIAL CONDITIONS
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
Appendix A
Appendix B
Supplier/Bidder List
Note: Click somewhere within your table of contents, press F9, select the “update entire table” radio button, and click “OK” to refresh it automatically.
1. INSTRUCTIONS TO BIDDERS
The Instructions to Bidders section contains the information that a bidder requires to prepare a bid proposal that is responsive to each of the requirements that are included in other sections of the RFP. Certain RFPs provide this information in an “Invitation to Bid” letter as well as in the “Instructions to Bidders.” The following sections discuss common items that are included, in “Instructions to Bidders” (referred to as Instructions).
1.1. General Description of Work
The Instructions provide a general description of the work covered by the contract. If there are detailed Description of Work and Specifications and Drawings sections included in the RFP, these sections are referenced in the general description of the work.
1.2. What Must Be Included with Bid
To properly evaluate the bid proposals when they are received, all of the information requested in the RFP must be