RFP factors
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Listed below are factors which should be considered for inclusion in an RFP. While most of the items listed should be included in some form, some may be applicable only to specific needs.
- Objective – The basis for the RFP (the need that is to be met).
- Background…
- QHYCC Owners Association
- description/background as it relates to the RFP
- Background on the basis for the RFP
- Requirements…
- Specifications – Detailed specifications for goods/services – quantity, quality, etc. (developed from an initial assessment of “minimum requirements to fulfil needs” adjusted with appropriate approvals).
- Assumptions and constraints…
- Timelines and Schedule requirements (Specific dates for completion of milestones such as: the analysis, design plans, drafts, test sessions, master deliverables, and reproduced copies to the field, etc.)
- Financial/Budgetary – (Caution should be exercised in providing price/fee guidelines based on financial or budgetary limitations in the RFP to avoid creating an opportunity for vendors to inflate pricing that would otherwise be below specified limitations)
- Related project or policy information that would influence the vendors proposal (e.g., the exclusion of bidders where QHYCC Lot Owner/Tenant may have a conflict of interest. (See QHRRP 9000-015 – Basic Ethical Principles).
- QHYCC Owners Association resources to be provided, if any.
- Warranties
- Billings
- Documentation requirements (including business license, proof of insurance, etc.).
- Terms and Conditions (conditions/requirements vendor must meet). (See EXAMPLE CONTRACT TERMS AND CONDITIONS)
- Deliverables…
- Goods
- Services
- Documentation
- Contractor Information
- Past Experience
- References
- Organization Charts
- Personnel Selection, Recruitment and Training…
- Personnel Background Checks
- Certifications
- Initial and ongoing training
- Resumes of key personnel
- Transition Plans
- Natural Disaster Planning
- Insurance Requirements (Liability, Workers Comp, Umbrella, etc.)
- Cost Detail
- Proposal Submission and Requirements
- RFP response format
- Proposal Response Deadline (Date/Time)
- Addressee (Submit proposal to … Name/Address)
- Sealed bid/proposal requirements
- Bid/proposal envelope identification information.
- QHYCC Owners Association
- Contact for clarification of RFP (Name/Address/Phone number).
- Basis for Award (Criteria for selecting the Vendor).
- Decision timing (date or elapsed time after RFP due date).
- Solicitation/Bid Protest Procedures.
- QHYCC Owners Association Representative.
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