Request For Proposal Template

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REQUEST FOR PROPOSAL TEMPLATE

Instructions For Use
1. The Request for Proposal (RFP) is your "official" statement to vendors about the
services you require. Vendors typically try to respond, point by point, to your RFP when
they make their proposals. Therefore, the RFP "leads" vendors by focusing their
attention on certain issues. In addition, it shapes their first impressions of your training
development group and the project to be completed. Most importantly, the RFP is the
foundation upon which the vendor's relationship with you is built.
2. For these reasons, the RFP must be carefully crafted and reviewed before distributing it
to vendors.
Request for Proposal Template

The typical RFP includes the following sections:
I. The General Training Goals
This section includes the general business goals which are met by the new product or process
on which the training will be based. In addition, it describes the key components of the new
product or process (how it works) and compares these to existing products or processes with
which vendors may be familiar.
II. The Target Audiences
This includes brief summaries of the jobs of the people who are to be trained. Both primary and
secondary audiences, if any, should be described. Include information on how their
responsibilities will change as a result of the introduction of the new product or process. Include
also numbers of people to be trained, by job category and geographic location.
III. Objectives
This should describe exactly what the target audience will be required to do as a result of going
through the training. Each objective should be listed.
IV. Project Details
This section should include:
__ Brief summaries of needs and task analyses, if any
__ Brief summaries of content and suggested treatment, if applicable
__ Description of anticipated project team organization, especially reporting relationships among
your team and other players
__ Description of your ultimate client
__ Description of required development process and revision cycles
__ Listing of expected deliverables, if appropriate
__ Information on standards of quality and quantity
V. Constraints on Budget, Schedule, and Design
This section should describe:
__ How much money may be spent with the vendor on this project (budget boundaries)
__ Specific dates for completion of milestones such as: the analysis*, design plans, drafts, test
sessions, master deliverables, and reproduced copies to the field
__ Implementation plans (locations, dates, types and numbers of instructors, etc.)
__ Constraints on the design such as a need to deliver the training in a self-study format, on
interactive videodisc, or whatever
*This assumes that you are requesting that the vendor complete the analysis. You might
consider doing the analysis yourself.
VI. Resources Provided
This section should describe the resources to be provided by you. Specifically, it should include
a description of the subject matter experts, market research, technical documentation,
equipment or facilities, and any other resources that will provided to the vendor during the
development process.
VII. Criteria for Evaluating Success of the Training
This is a statement of specifically how the completed training will be judged by you and/or your
client to be successful.
VIII. Criteria for Selecting a Vendor
This is a list of the criteria which will be used to determine the best vendor proposal. Typical
criteria include: vendor quality as evidenced in samples of work, vendor price, vendor's
understanding of the product class (subject matter), track record within you, quality of proposed
solution, creative use of media, and so on.
If you intend to use a weighting method (for example, assign twice as much value to creative
use of media as you assign to price) then describe this weighting system to the vendor.
IX. Requests for Vendor Suggestion or Creativity
This includes areas in which you are uncertain about the strategy and seek vendor
recommendations. It can also include areas in which you are flexible regarding design.
Vendors are often experienced professionals who are capable of conceiving several creative
alternatives. However, if your RFP leaves the vendor with the impression that you have already
locked in on a specific mode of instruction (self-study, driven by audio tape, for example),
vendors are not likely to propose something drastically different. After all, they want your
business!
Therefore, you should openly state those areas in which you are flexible or seek vendor
recommendations.
X. Terms and Conditions
Attach blank contract or spell out special conditions/requirements that vendors must meet.
TEMPLATE
Your Request for Proposal should contain all the parts listed below. Check off those which are
actually present:
I.The General Training Goals
II.The Target Audiences
III.Objectives
IV.Project Details
● Needs/Task Analysis Summary
● Content/Treatment Summary
● Team Organization
● Your Client
● Required Development Process
● Expected Deliverables
● Quality/Quantity Standards
V.Constraints on Budget, Schedule, Design
● Budget Boundaries
● Milestones Dates
● Implementation Plans
● Constraints on Design
VI.Resources Provided
VII.Criteria for Evaluating Success of the Training
VIII. Criteria for Selecting a Vendor
IX.Requests for Vendor Suggestions/Creativity
X.Terms and Conditions
How to write a professional RFP
Information Gathering
It is highly recommended that you to read the suggestions below in order to write a proper
and successful RFP.
1. Seems obvious but use a formal letterhead and do not handwrite your RFP. Use
templates and samples provided in your FREE RFP Toolkit, 2010 Edition to
create your own professional RFP document. Indeed, using an a template and
sample of an RFP will save you time.
2. Identify all the key common sections of an RFP you should include by simply
answering each and any of the questions Why? Who? What? How? and When? as
shown below:
WHY?
a. Why does your organization need to buy a new solution?
b. Answering this question allows you to create the section
calledStatement of Purpose.
WHO?
a. Provide a brief description of your organization.
b. This information will become the Background information.
WHAT?
a. What is the nature of your project?
b. What are the needs?
c. What are the expected outcomes?
d. Answering these questions allows you to complete the following
Sections:
■ Scope of Work
■ Outcome and Performance Standards
■ Deliverables
HOW?
a. What is the contract?
b. What kind of information and documents do you expect to receive
from providers?
c. How will proposals be evaluated and the best matching solution
selected?
d. This information will be used for the sections:
■ Term of Contract
■ Payments, Incentives, and Penalties
■ Contractual Terms and Conditions
■ Requirements for Proposal Preparation
■ Evaluation and Award Process
WHEN?
a. When to submit questions, proposal?
b. When the decision will be taken?
c. What is the whole selection process timeframe?
d. Who are the people responsible for evaluating proposals? For taking
the final decision?
e. Answering these questions allows you to populate both sections
Process Schedule, and Points of contact for future
correspondence.
Common Sections of an RFP

By answering the questions above, you were able to gather relevant information that will
help you detail the common sections of an RFP. Here is a brief description for each and any
of the common sections of your RFP:
Statement of Purpose
Describe the general scope, nature, specifications, and purpose of goods, products,
and services to be acquired in a manner that will enable providers to early decide to
submit either an offer or a no-proposal letter (or a no-bid letter).
Background Information
Present a brief overview of your organization and its operations in a company profile
section (use our Free Company Profile Template). Use statistics, customer
demographics and psychographics. State your strengths and weaknesses honestly.
Don't forget to include comprehensive information on the people who will handle
future correspondence.
Scope of Work
Specify the different project phases broken down into tasks, detailing their
objectives, timeline, and provisions in competitive procurement. Enumerate future
tasks, obligations, and responsibilities for the soliciting organization, the contractor,
and sub-contractors, if any, in regards to the performance of the contract (e.g.,
specific measurement of outcomes, acceptance criteria).
Outcome and Performance Standards

Specify the outcome targets, minimal performance standards expected from the
contractor, and methods for monitoring performance and process for implementing
corrective actions.
Deliverables
Provide a list of all products, reports, and plans that will be delivered to your
organization and propose a delivery schedule.
Term of Contract
Specify length, start date and end date of the contract, as well as information about
payment schedule and amount, and renewal options.
Payments, Incentives, and Penalties

List all the terms of payment for adequate performance. Highlight the basis for
incentives for superior performance and penalties for inadequate performance or lack
of compliance.
Contractual Terms and Conditions
Specify length, start date and end date of the contract, as well as specific clauses for
governing law, performance and default, termination and renewal, protest
procedures, cost for proposal preparation, confidentiality, intellectual property,
subcontracting, advertising of the contract award, compliance with laws and
regulations, insurance, and indemnity.
Requirements for Proposal Preparation

A consistent structure in terms of content, information, and documents types
simplifies things for the people evaluating the proposals. Therefore, you should
request a particular structure for the proposal and provide an exhaustive list of
documents you want to receive.
Evaluation and Award Process

Outline the general procedures, criteria, and relative priorities used to evaluate and
rank proposals, and make the final selection decision.
Process Schedule
Clearly and concisely present the timeline for the steps leading to the final decision,
such as the dates and deadlines for submitting the letter of intent, sending
questions and extension requests, attending the pre-proposal conference,
withdrawing and submitting the proposal, filing a protest, etc.
Contacts
Include a complete list of people to contact for information on the RFP, or with any
other questions. Incorporate their name, title, responsibilities, and the various ways
of contacting them into this list.
And remember:
● Do not forget to send your RFP via certified mail.
● Since things sometimes get a little more complicated than usual, consult a
lawyer for further information before doing anything.

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REQUEST FOR PROPOSAL TEMPLATE

Request for Proposal Template

How to write a professional RFP

Common Sections of an RFP

Outcome and Performance Standards

Payments, Incentives, and Penalties

Requirements for Proposal Preparation

Evaluation and Award Process

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