3 RFP Examples You Need to Write a Great Proposal!
Below are 3 RFP examples to illustrate different approaches based on the procurement of goods, services, and a hybrid example combining both.
An RFP (Request for Proposal) essential serves as the foundation for soliciting bids from potential suppliers or service providers, outlining the requirements, expectations, and evaluation criteria.
Do You Know: 51% of RFP teams identify their main challenges as collaborating with subject-matter experts.
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3 RFP Examples
Highly complex I.T systems and communications projects providing services to multiple locations will require a very structured and detailed scope of work and technical specifications.
A simple sourcing project for a service such as cleaning or catering or for goods such as office furniture or printing may need less technical data but more location and scheduling information.
Here are first two RFP examples:
Example 1. RFP example GOODS |
Example 2. RFP example SERVICES |
| Cover page | Cover page |
| Purpose statement We intend to purchase xxx number of this type of widgets per annum for 3 years for the assembly and production of car engines |
Purpose statement We intend to source an HR service to provide our 1000 staff with wellness and health services to include …. |
| Company Information Dimensions including factory locations, size of each operation As for services |
Company Information Dimensions including no and demographics of staff, gender, medical profile As for goods |
| Timeline Submit intention to bid Attend the briefing Submit price offer by Hold price for xxx days Decision within 60 days |
Timeline Submit intention to bid Submit service questions by Decision in 120 days Start service in Jan 2011 |
| Scope of Work and Standards Refer technical specifications Quality control, returns and faults Acceptance criteria 0.01 % failures |
Scope of Work and Standards Must include these services …..but exclude …… Behavioral performance measures Reduce absenteeism |
| Deliverables Production plan Packaging specifications Stockholding Minimum quantities Deliver to Monthly delivery report |
Deliverables Wellness Strategy Feasibility Report Roll out plan by location Individual clinical reports Month review meeting |
| Contract Terms and Conditions On time delivery and quality incentives Penalties Payment on invoice Price escalation mechanism Labor rate escalation Breach of contract rules Cancellation of contract due to failure of product |
Contract Terms and Conditions Fixed price per staff member Payment on statement Option to renew Confidentiality of contract Continuous improvement in reducing time per service Cancellation of contract due to non-performance |
| Evaluation and Award Process Price criteria 40% Quality 40% Other not stated We will not negotiate – give best price Award to be made and announced publicly Can use us as a trade reference |
Evaluation and Award Process Staff qualifications and experience are more important than price Negotiations on rates for shortlisted suppliers Must sign a non disclosure agreement about the contract |
| Appendices List of accredited bodies to certify the supplier Detailed list of approved components Packaging instructions and materials to use |
Appendices Matrix table of staff by gender/qualification/experience and location List of acceptable qualification of service providers Medical aid rules |
These RFP examples are for illustration purposes and are not comprehensive. There are many sources of RFP examples available on the Internet for specific uses.
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3. RFP Example
Here's another RFP example:
Purpose Statement: We intend to purchase and maintain 1,000 smart desks equipped with digital health monitoring systems over the next 5 years.
Company Information: Locations of office installations, expected growth, and potential expansion plans.
Timeline:
- Submit intention to bid: October 15, 2024
- Product demonstration and briefing: October 25, 2024
- Submit price offer by: November 10, 2024
- Decision by: December 31, 2024
Scope of Work and Standards:
- Technical specifications for desks: Material, durability, and integrated technology.
- Service standards: Maintenance response time, system updates, and user training.
- Quality control: Maximum failure rate of 0.2%.
Deliverables:
- Production and delivery plan.
- Installation services for all locations.
- Ongoing support and maintenance.
- Monthly performance reports.
Contract Terms and Conditions:
- On-time delivery incentives.
- Penalties for service delays.
- Payment terms: 50% upfront, 50% upon successful installation.
- Cancellation clauses for non-performance.
Evaluation and Award Process:
- Technical innovation: 40%
- Price: 30%
- Service and maintenance support: 30%
Appendices:
- Detailed list of approved smart technologies.
- Maintenance schedule and requirements.
- Supplier certification and training requirements for maintenance staff.
Note: These RFP examples are for illustration purposes and are not comprehensive. There are many sources of RFP examples available on the Internet for specific uses.
Wrapping Up
These RFP examples illustrate how requests can vary based on the nature of the goods or services being procured.
The key is to tailor the RFP to your specific needs, ensuring that all critical details are covered while maintaining clarity and focus on your objectives.
Interested in learning similar useful tips? Check out our curated section of Procurement Resources to become the best!
Frequently Asked Questions (FAQs)
Q1: What is the difference between an RFP for goods and an RFP for services?
A: An RFP for goods typically focuses on product specifications, delivery schedules, and quality control measures, whereas an RFP for services emphasizes the scope of services, performance standards, and qualifications of service providers.
Q2: Why is it important to customize an RFP for different procurement needs?
A: Customizing an RFP ensures that all specific requirements, whether for goods or services, are clearly communicated. This helps to attract the right suppliers and ensures that bids meet your precise needs, leading to better procurement outcomes.
Q3: How can a well-structured RFP improve the procurement process?
A: A well-structured RFP sets clear expectations and criteria for evaluation, streamlining the bidding process and making it easier to compare bids. This reduces the risk of misunderstandings and helps select the best supplier or service provider efficiently.
Q4: What should be included in the evaluation criteria of an RFP?
A: Evaluation criteria should include a balanced mix of price, quality, supplier experience, and any specific requirements relevant to the goods or services being procured. This ensures a comprehensive assessment of all bids.
Written by Artin Viqari (CEO Purchasing and Procurement Center), Edited by Team PPC, Updated by Azmi Anees (VP of Procurement Development)
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