This Request for Proposals (RFP) Development Worksheet has been prepared to provide key information required to develop an RFP. By completing each section in sufficient detail, Contracts and Procurement will be able to develop an RFP document that meets the Procurement Code and contains all of the required elements of an RFP.

The RFP is the foundation upon which the agency and supplier relationship is established. Therefore, information provided under each heading should be carefully crafted to get the best quality service or product from a qualified firm.

Please fill in the variable information specific to your objectives and requirements. It is important that the information is explained in sufficient detail to allow the reader (proposer) to understand the objectives and requirements and respond appropriately.

Please make sure that the answers to each of the questions are addressed as though you are talking to the vendor community. Upon completion, Contracts and Procurement and your agency will meet to review and discuss each element of the RFP document and make appropriate changes and additions prior to publication.

Helpful hints in preparing the RFP:

The best RFPs are those that are written with the end in mind. Preparing a draft of the evaluation criteria first is helpful in writing the performance objectives / statement of work. The “submission and scoring criteria examples” was developed to assist agencies in establishing appropriate criteria.

Utilizing your evaluation committee to finalize the criteria and RFP helps in streamlining the evaluation process.

Remember that the main purpose of an RFP is to identify the problem and allow the vendor community to propose a solution. If you are able to clearly identify the specifications and all requirements, the Request for Bids (RFB) or Request for Bids with Resulting Contract (RFC) process may be the more appropriate procurement tool. Discuss all options with Contracts and Procurement.

Request for Proposals (RFP)

Required Information Worksheet

Contact Information
Title of RFP:
Requesting Agency:
Contact Person:
Email:
Phone:

Please complete the following sections to assist in developing your RFP solicitation document. Submit the completed development document attached to an approved requisition for Contracts and Procurement to begin work on the RFP.

What is the challenge / issue that needs to be addressed through this RFP? A challenge statement is usually one or two sentences to explain the issue, problem or challenge your project will address. In general, a challenge statement will explain the gap between the current situation and the desired future. It connects department priorities to a clear and specific outcome goal, quantifies key variables, is focused in scope and is neutral about possible diagnoses or solutions.

What is the purpose / outcome goal of the RFP (SMART Goal)? Provide a purpose statement for the RFP to acquaint potential Proposers with the agency’s goal so that they can decide whether to submit a proposal. Describe the Simple, Measurable, Achievable, Results-oriented, and Time-bound goal for the RFP project and what success will look like when the RFP project is complete.

What is the background of your agency? Providing a brief background about your agency will assist the vendor community to have a better understanding of your agency mission and how they should respond to the RFP requirements.

Provide complete and detailed performance objectives or a statement of work to be completed: The purpose of the performance objectives or statement of work is to define clearly, concisely and completely all the obligations of the parties with respect to the effort to be performed. This section of the RFP is very important. If appropriately done it will produce responsive proposals and ease the task of managing the project / contract. The performance objectives / statement of work needs to include an accurate and detailed description of the essential requirements that the proposer must meet. It shall include: (1) what the proposer is expected to be able to do, (2) what the agency agrees to do, (3) instructions to the proposer, (4) the specifications that will form the basis for the contract and (5) any relevant performance measures or guarantees. The performance objectives / statement of work should include details such as: timeline for completion of objectives; where work is to be performed; procedures to be followed; progress reports expected from the vendor; consequences for not meeting expectations; safety and liability issues; any specific requirements or limitations; etc. If the statement of work is not fully known and the RFP is seeking a solution from the Proposer, provide sufficient information to describe the need, objectives and priorities to allow flexibility for the Proposer to use its expertise to propose a unique, innovative solution or course of work.

Do you have specific mandatory requirements or minimum qualifications the proposer must meet in order for their proposal to be considered? If so, please provide a detailed list of all mandatory requirements or minimum qualifications that must be demonstrated in the written proposal response: Examples include: minimum qualifications, minimum number of years of experience, financial statements, certifications or licenses, references, resumes, insurance, bonds, etc. Caution; if you list any mandatory or minimum requirements, be aware that the evaluation committee must reject any proposal not meeting those requirements.

What performance measures or guarantees are needed in the awarded contract? List the measures or guarantees you want included in the contract. Performance measures include data collection to determine if the contractor is successful in meeting the objectives of the project. List the data that will be collected and by whom and how it will be collected and analyzed. Performance Guarantees may include payment incentives or penalties for the contractor depending on if the contract meets the objectives outlined by the county.
If applicable, please describe the performance measures or guarantees below.
Please provide a detailed list of the Evaluation Criteria that will be most useful in determining which proposer is best suited to the needs of the county. Feel free to refer to the Submission and Scoring Criteria Examples for suggestions, however, the criteria should be specifically designed and relevant to each RFP project.

Is Sustainable Business Practice of contractors relevant as an evaluation criterion for your procurement needs? Evaluation criterion for Sustainable Business Practices – Recommend 5%-10% of overall evaluation weight to read similar to the following: “The County has an interest in measures used by its suppliers to ensure sustainable operations with minimal adverse impact on the environment. Please state whether your firm has a formal sustainability program or policy and, if so, please attach a copy to your proposal. Please list measures such as alternative fuel vehicles, recycling measures, and energy reduction measures used by your firm in its operations”. For more information, please refer to the County Mayor’s Sustainability Goals http://slco.org/sustainability and Contracts and Procurement Sustainable Purchasing Resources http://slco.org/contracts/sustainable-purchasing.
YES NO

Will the RFP result in an award to a single contractor, multiple contractors or a two-stage process needed to qualify proposers for a secondary selection process?

List the date you expect services to begin:

What is the expected length of the resulting contract? Generally a new RFP solicitation should be re-issued every 6 years. Please answer the following considerations:
Do you know the length of the contract, or will you be requesting proposers to provide a schedule and timeframe? Do you anticipate price escalation during the contract? For software project, consider whether annual maintenance and support should continue after implementation and for how long. Should maintenance and support be re-solicited after 6 years or is it proprietary to the software and may be renewed yearly for as long as the software is used?

What is the total budget available for this contract? (C&P recommends disclosing the budget available or funding plan for the project so vendors know the limitations and can offer realistic responses.) Does ARPA Funding apply?	$
If total budget is not currently allocated for the contract, please explain the funding plan: ARPA Funding: ☐ Yes ☐ No ARPA Funding Notice: If ARPA Funding is applicable, the ARPA requirement rider will be attached to the resulting contract.

How is cost to be submitted by proposer? (Example: hourly rate; total cost; cost per task; etc.) Work with Contracts and Procurement for examples or assistance.

What is the required price guarantee period? Typical choices are: a) pricing is guaranteed for the entire term of the contract; or b) pricing is guaranteed for a specified period of time and then price adjustments can be made. Note: Make sure the price guarantee period is in line with industry standards. If you are able to link price adjustments to a specific index, indicate here.

Do you intent to hold a site visit or pre-proposal conference: Include anticipated date, time and location under Other Information.
Site Visit YES NO Pre-Proposal Conference YES NO Other Information:

Do you have additional exhibits to be included as part of the RFP, such as a pricing schedule, maps or photos?
YES NO If yes, please attach as a separate document. Please ensure that the attachments do not contain protected information. Other Information (optional):

Selection Committee Recommendations. Selection committees must be limited to five (5) or no more than seven (7) members that include the agency lead, one or two end users and one or two subject matter experts. Provide a list of no more than seven (7), ideally five (5), potential selection committee members that may be appointed by Contracts and Procurement. All selection committee members shall be able to impartially review and score the submitted proposals. Committee Members are charged with carefully evaluating each proposal. Members must have a firm understanding of the RFP and the evaluation criteria. Committee members must be able to score proposals consistent with those criteria. Include email addresses.

List of Potential Proposers. Provide a list of potential proposers that could respond to the RFP. Include email addresses.