SUGGESTED CONTENT FOR A LETTER
The [Organization Name] wants to [outline product or services that are required and for which a tender (fixed product at lowest price) or proposals (suggestions) are being sought ].
At Appendix 1 is a Briefing Paper which frames the context and offers some information about [Organization Name]
We require that the selected provider
Add a summary list of product or services required and the success criteria for each.
The attached document sets out key information about [Organization Name] and the framework and timetable for this request for proposals. We would be grateful of you follow this framework when making your response so that we can properly understand, evaluate and select the preferred provider.
Yours Faithfully
SUGGESTED CONTENT FOR A REQUEST FOR PROPOSALS
This document sets out key information about [Organisation Name] and the framework and timetable for this request for proposals. This document is not intended as a formal specification and the reader should refer to the covering letter for a summary of our tax policy and outsourced provider requirements.
We would be grateful of you follow this framework when making your response so that we can properly understand, evaluate and select the preferred provider.
ABOUT THE ORGANISATION
Add a summary information about the organization .
PROPOSAL REQUIREMENTS
Executive Summary
Your response must include an Executive Summary summarising the key features of your proposal. This should be no longer than one page.
Information Requested
Your proposal must contain all of the information summarised in the covering letter and detailed in the sections below. Responses are to be submitted in the Section order set out and referenced accordingly. Emphasis should be given to those aspects that you consider appropriate in meeting the stated requirements and the unique benefits that your organisation can provide.We value brevity and a strong preference to a short, succinct submission. If generic fact sheets or marketing material is included in your response, it should be included as an attachment. We feel it should be possible to respond to this request for proposals at around more than one page per section (ie between 8 and 12 pages)
Section 1 Product / Service
Add a detailed description of the product or services required and the success criteria for each and what information you require from the supplier or contractor in their reply.
Section 2 Product / Service
Add a detailed description of the product or services required and the success criteria for each and what information you require from the supplier or contractor in their reply.
Section 3 Product / Service
Add a detailed description of the product or services required and the success criteria for each and what information you require from the supplier or contractor in their reply.
Section 4 Product / Service
Add a detailed description of the product or services required and the success criteria for each and what information you require from the supplier or contractor in their reply.
Section 5 - Fixed Fee Costs
Please provide the cost of your proposals we have a very strong preference for a fixed fee rather than working on an hourly basis.
We realize that to establish a fixed fee proposal you will want to discuss a lot of details and past experience with us before submitting proposals. If you have any queries we can arrange a phone or conference with [name of contact]
In the case of variable costs please indicate the names of the people involved, their charge-rates and indicative costs based on your experience working with similar organisations.
| Person | Credentials | Charge-Rate |
The above is a model table and can be modified as necessary
Please state any assumptions you have made in providing your costs.
Section 6 - Approach / Deliverables / Outputs
Your proposal should include a statement describing your understanding of the overall project objectives and how you plan to manage this project to achieve these objectives. [250 words maximum]
Please provide details of your proposed approach (plan of action) and proposed deliverables (output reports, advice, guidance)
Proposed Approach
In your response please consider the following
How you would engage with CICS and get up-to-speed
How you would review current arrangements
How you would recommend and advice on future arrangements
You approach to Tax Advice and Returns
Proposed Deliverables
In your response please identify any key documents or other deliverables
Please provide an organisation chart depicting members of the project team (including our client, your team, and third parties), reporting lines and communication lines. [Insert organisation chart or reference a discrete document.] Indicate expected roles (with titles) to be played on this project along with a detailed description of responsibilities. Include a listing of deliverables each role is responsible for.
| Role | Responsibilities | Deliverables |
The above is a model table and can be modified as necessary
Section 7 - Company Information
We are seeking focused responses, rather than responses which include a significant amount of standard marketing material. If marketing material is included in your response, it should be included as an attachment.
Please include the following in your response. Please keep this short because to will be used only as context for the Board and Executive Management Team, as part of the submission and evaluation process.
Give a brief profile of your Company (or link to website).
Describe your core products and services.
Summarise your service commitment to customers.
Describe your experience and qualifications relevant to the requested work.
Make special note of the assumptions that were made during the preparation of this response.
Indicate any relevant alliances, partnerships, or affiliations with other third-party organisations.
Section 8 - Related Engagements
Please supply details of at least two (2) similar past engagements, occurring within three (3) years prior to the publishing of this RFP Provide information to demonstrate the relevance that the engagement has to the to the requested work.
Details should include, but not be limited to:
Client contact information
Industry/Vertical/Market
Application, software and hardware platform
Implementation/rollout strategy
Business benefits realised
Lessons learned
Please include contact details as we are required to check references directly.
PROPOSAL PROCESS
Timetable
We realise that to establish a fixed fee proposal you will want to discuss a lot of details and past experience with us before submitting proposals. If you have any queries we can arrange a phone or conference with [name of contact]
You are required to:
Promptly acknowledge receipt of this RFP by email by [date]
Submit your response documents by email by [date]
Submission
You must deliver your Response in an electronic copy, in MS Office format. You must also deliver one (1) hard copy to the address shown below.
Email address: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Email subject: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Hard copies to:
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Confidentiality
It is a term of the receipt by you of this Request for Proposal that the subject matter and detail of this Request for Proposal is not disclosed by you to any third party without the prior written consent. All information provided in this document (and any information which may be subsequently provided to you orally or in writing in connection with this RFP) is proprietary and is highly confidential. At our request, please return all such information to us (together with all copies) on whatever media it has been supplied to you and/or certify to us that all such information (and copies) have been destroyed or deleted from your systems. The foregoing provisions do not apply to any such information, which is or becomes generally available to the public other than as a result of a breach of the foregoing provisions.
Costs Incurred
Each Party shall be responsible for its own costs in relation to the review and preparation of the response to this RFP, and for any responses made pursuant to it or any subsequent negotiations and contractual documentation. [organization name] shall in no way be responsible for any costs.
Withdrawal of Responses
The Supplier shall notify us immediately if, for any reason, they decide to withdraw from the process.
Rights to Use Third Parties
If the Supplier intends to use subsequently or has used subcontractors or consultants to prepare its Response, this should be noted in your Response.
Reasons
We reserve the right to make an award based solely on the information provided, to conduct discussion or request proposal revisions, if deemed necessary.
The Supplier(s) selected for further consideration will be chosen on the basis of our clients evaluation and determination of which Supplier will provide the greatest benefit to their organisation, not necessarily on the basis of lowest price. We have no obligation to reveal how Supplier proposals were assessed.
We retain the right to not award any Supplier upon completion of the RFP process.
End Of Document
