Fillable Printable Request For Proposal Template
Fillable Printable Request For Proposal Template
Request For Proposal Template
REQUEST FOR PROPOSAL TEMPLATE
This Request for Proposal (RFP) Template is free for you to copy and use on your project and
within your organization. We hope that you find this template useful and welcome your
comments.
REQUEST FOR PROPOSAL (RFP)
<PROJECT NAME>
COMPANY NAME
STREET ADDRESS
CITY, STATE ZIP CODE
DATE
Request for Proposal
TABLE OF CONTENTS
1. SUMMARY AND BACKGROUND.............................................................................................2
2. PROPOSAL GUIDELINES.........................................................................................................2
3. PROJECT PURPOSE AND DESCRIPTION...................................................................................3
4. PROJECT SCOPE.....................................................................................................................4
5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE...............................................................5
6. BUDGET.................................................................................................................................5
7. BIDDER QUALIFICATIONS......................................................................................................6
8. PROPOSAL EVALUATION CRITERIA........................................................................................6
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Request for Proposal
1. SUMMARY AND BACKGROUND
This section of the Request for Proposal (RFP) should provide a high level description of what the request for
proposal is for and the purpose of the requirement. It may provide background information of the organization
requesting proposals as well. Most of the requirement details will be included in subsequent sections of the
document.
Ace Consulting is currently accepting proposals to develop, design, launch, and host a new
corporate web site. The existing Ace Consulting web site was developed and launched in
2001. In an effort to achieve more “wins” from clients via the corporate web site, Ace
Consulting has determined that a new platform is needed which is more user-friendly and
allows for improved interaction among potential clients.
The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate
organizations, conduct a fair and extensive evaluation based on criteria listed herein, and
select the candidate who best represents the direction Ace Consulting wishes to go.
Ace Consulting is a small business that was founded in 1985 and is focused on project
management consulting and the implementation of best practice processes and solutions.
Our client base consists of other small and medium-sized businesses as well as local, state,
and federal government organizations which lack project management experience and
expertise.
Ace Consulting is consolidated in its headquarters in Washington, D.C. with some
consultants traveling to and working from client sites on a temporary basis.
Our services include:
Project and Program Management (all phases)
Process Improvement
Human Capital Resource Management
Project and Program Management Training (small scale)
2. PROPOSAL GUIDELINES
This section of the Request for Proposal should provide a description of what each responding organization’s
proposal should contain. It should also include a timeline within which all proposals must be submitted. Any
requirements that must be included in each proposal should be described in detail in this section of the RFP.
This Request for Proposal represents the requirements for an open and competitive process.
Proposals will be accepted until 5pm EST August 30, 20xx. Any proposals received after
this date and time will be returned to the sender. All proposals must be signed by an official
agent or representative of the company submitting the proposal.
If the organization submitting a proposal must outsource or contract any work to meet the
requirements contained herein, this must be clearly stated in the proposal. Additionally, all
costs included in proposals must be all-inclusive to include any outsourced or contracted
work. Any proposals which call for outsourcing or contracting work must include a name
and description of the organizations being contracted.
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Request for Proposal
All costs must be itemized to include an explanation of all fees and costs.
Contract terms and conditions will be negotiated upon selection of the winning bidder for this
RFP. All contractual terms and conditions will be subject to review by Ace Consulting legal
department and will include scope, budget, schedule, and other necessary items pertaining to
the project.
3. PROJECT PURPOSE AND DESCRIPTION
This section of the Request for Proposal should provide the purpose and description of the project or work to be
performed in as much detail as possible. In order for companies to submit accurate proposals, they need the
details of exactly what work needs to be performed and the purpose of the work. The purpose of the work is
important because sometimes bidders may be able to provide different but more effective solutions.
The purpose of this project is as follows:
Ace Consulting’s current web site was implemented in 2001 and senior level management
has determined that it is not effective in providing a thorough description of our services and
offerings in a user-friendly online environment. Additionally, the site has not been effective
in achieving wins for the company as it is often difficult to navigate and to find more
information on various services. Ace Consulting believes that by using current web-based
technologies and a more effective site design, we can provide our clients and potential clients
with more information, a more user-friendly environment, and achieve more wins from
prospective clients.
Project Description:
Ace Consulting is seeking a provider to utilize the latest web-based technology to create a
web site that is user friendly, simple to use, provides detailed information about our services
and offerings, and is easy to add or modify content. The site design should incorporate the
latest key word search practices and maximize “searchability” in all current internet search
engines.
The finished web site must allow Ace Consulting’s IT group to easily manipulate the layout
and content in order to allow for frequent changes in the dynamic environment in which we
work where things constantly change.
The web site design and layout should be aesthetically pleasing, simple for users to navigate,
provide descriptions of all Ace Consulting services, management biographies, and contact
information. The site must also be completely secure against intrusion. The site should also
allow users to submit their contact information in order to be added to our list of potential
clients to receive regular updates and new developments.
Additionally, the site should include a page which lists current job offerings within Ace
Consulting and descriptions of our benefits and hiring process in order to improve our ability
to attract talented employees.
4. PROJECT SCOPE
While the project description provides bidders with general information about the project, this part of the
Request for Proposal should include detail of what exactly is required for the project as well as what is not
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Request for Proposal
included as part of the project. In addition to the description of the project, this section should detail any
additional work required to achieve the desired result (i.e. research, coding, etc.).
The scope of this project includes all design, development, coding, licensing, and hosting of
Ace Consulting’s new web site. All text and copy will be provided to the selected bidder by
Ace Consulting’s marketing department for inclusion in the design of the new web site.
The selected bidder will be responsible for planning and conducting a thorough market
research portfolio with assistance from Ace Consulting’s marketing group. This portfolio
will analyze all current contacts and determine target demographics for future and potential
clients.
The following criteria must be met to achieve a successful project:
Visually and aesthetically pleasing web site design
User-friendly environment that is easy to navigate
Consistency of design across all pages/sections of the web site in a design theme that
fits targeted market segment(s)
Ability to migrate current web content to new web site
Site can be changed/modified easily by Ace Consulting personnel with minimal effort
All software and licensing requirements should be included as part of this project
Site should be searchable with on key word searches based on site content
Prominent display of Ace Consulting corporate logo, company mission, vision, and
strategy throughout all pages of the web site
Site should be compatible with all current web browsing technology and easily
upgradeable
Ability to work closely with Ace Consulting IT Manager on coordination of project
tasks and resources
Plan and perform a complete testing process on web site and database in order to
ensure functionality
Hosting of both the web site and database which collects and tracks site visitor
information to include:
o Pages visited
o Length of page visit
o Visitor trends
o Visitor origin URLs
o Search tool analysis
o Visitor page maps
o Site referrals
5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE
The Request for Proposal should provide known information about the timeline for the RFP process as well as
the project itself. Much of the project timeline will be determined in the project initiation and planning phases
once the winning bidder is chosen. However, any known deadlines or timeframes should be listed in this
section.
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Request for Proposal
Request for Proposal Timeline:
All proposals in response to this RFP are due no later than 5pm EST August 30, 20xx.
Evaluation of proposals will be conducted from September 1, 20xx until September 15, 20xx.
If additional information or discussions are needed with any bidders during this two week
window, the bidder(s) will be notified.
The selection decision for the winning bidder will be made no later than September 16, 20xx.
Upon notification, the contract negotiation with the winning bidder will begin immediately.
Contract negotiations will be completed by September 30, 20xx.
Notifications to bidders who were not selected will be completed by September 20, 20xx.
Project Timeline:
Project initiation phase must be completed by October 31, 20xx.
Project planning phase must be completed by December 15, 20xx. Project planning phase
will determine the timeline/schedule for the remaining phases of the project.
6. BUDGET
This section of the Request for Proposal should explain what bidders include in their proposals regarding budget
items. Often, an RFP will ask bidders to list pricing a certain way or describe what exactly should be included
in the pricing for the proposal. This may describe specific items to include or exclude depending on the project
or task.
All proposals must include proposed costs to complete the tasks described in the project
scope. Costs should be stated as one-time or non-recurring costs (NRC) or monthly recurring
costs (MRC). Pricing should be listed for each of the following items in accordance with the
format below:
Project Initiation and Planning NRC MRC
Market Research NRC MRC
Site/Database Development NRC MRC
Site/Database Testing NRC MRC
Site/Database Deployment NRC MRC
Site/Database Hosting NRC MRC
NOTE: All costs and fees must be clearly described in each proposal.
7. BIDDER QUALIFICATIONS
This part of the Request for Proposal should describe the criteria that will comprise the successful bidder’s
organization. You may solicit examples of work from bidders, contact information for follow on questioning,
company history, executive background, information on company size, organizational charts, or any other
number of information to aid in the decision making process.
Bidders should provide the following items as part of their proposal for consideration:
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Request for Proposal
Description of experience in planning, building, and hosting corporate web sites
List of how many full time, part time, and contractor staff in your organization
Examples of 3 or more corporate web sites designed and implemented by your
organization
Testimonials from past clients on web site building and hosting work
Anticipated resources you will assign to this project (total number, role, title,
experience)
A full testing plan
Timeframe for completion of the project
Project management methodology
8. PROPOSAL EVALUATION CRITERIA
Here the Request for Proposal should describe exactly how proposals will be evaluated. It should include a list
of criteria that will be reviewed and describe what is suitable for each of the criteria. The more detail that can
be included, the more thorough and complete the proposals should be.
Ace Consulting will evaluate all proposals based on the following criteria. To ensure
consideration for this Request for Proposal, your proposal should be complete and include all
of the following criteria:
Overall proposal suitability: proposed solution(s) must meet the scope and needs
included herein and be presented in a clear and organized manner
Organizational Experience: Bidders will be evaluated on their experience as it
pertains to the scope of this project
Previous work: Bidders will be evaluated on examples of their work pertaining to
web site design and hosting as well as client testimonials and references
Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the
work to be performed in accordance with the scope of this project
Technical expertise and experience: Bidders must provide descriptions and
documentation of staff technical expertise and experience
Each bidder must submit 5 copies of their proposal to the address below by August 30, 20xx
at 5pm EST:
Ace Consulting
123 Constitution Avenue, NW
Washington, D.C. 20001
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