SAMPLE REQUEST FOR PROPOSALS” TEMPLATE Request for Propo.docx

SAMPLE “REQUEST FOR PROPOSALS” TEMPLATE
Request for Proposals (RFP)
For: [Title of RFP Project]
Note: This sample is for a fabrication type of RFP.
[RFP ID #] Issued: [Date]
Submission deadline: [Time/Date]
Bidders Meeting: [Day/Date]
Deadline for final submission of questions: [Day/ Date/ Time]
Questions: Questions can be submitted prior to the Bidders
Meeting on [Date]; however, no
answers will be provided and/or circulated prior to that date.
ALL QUESTIONS PERTAINING TO THIS RFP MUST BE
SUBMITTED BY
[Day/Date/Time]
No interpretation of the meaning of the Bid Documents
(drawings, specifications, et. al.) will be made
to any bidder. Questions may be submitted, in written form, to:
[Contact details]
or emailed to _________ .
Questions will be answered by the appropriate individuals and
answered within 2 business days via

email with a return reply acknowledging receipt of the email
requested. Questions and answers will
be shared with all bidders.
Introduction
[Institution], (Owner) invites proposals for [RFP work
description]. Based on previous work
experience, your firm has been selected to receive this RFP and
is invited to submit a proposal to
produce the exhibition experiences described herein.
BIDDERS SHOULD NOTE THAT ANY AND ALL WORK
INTENDED TO BE
SUBCONTRACTED AS PART OF THE BID SUBMITTAL
MUST BE ACCOMPANIED BY
BACKGROUND MATERIALS AND REFERENCES FOR
PROPOSED SUBCONTRACTOR(S) - -
NO EXCEPTIONS.
Bidders Meeting
There will be an opportunity for prospective Bidders to meet
with [Institution} staff for a Question
and Answer session at [place] on [date].
Bidders Meeting details:
Date:
Time:
Location:
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Participation at the Bidders Meeting is not mandatory, however,
it is limited to two (2) people per
firm. The purpose of this meeting is to give vendors the
opportunity to ask [Institution] questions
about the exhibition(s). If you are intending to send
representatives to this meeting please send an
RSVP to [Name], who can be reached at [contact info]. Please
provide us names and titles of those
attending by [date].
Each bidder will be responsible to provide detailed minutes and
notes of the meeting within two
(2) business days of the conclusion of the conference including
detailed description of any
changes made to the scope of work. These should be forwarded
to [contact info] as Microsoft Word
documents. [Institution] will then create a master meeting
record that will be distributed to Bidders
within the following two (2) days. The minutes will serve as the
(only) official record of the items
discussed and resolutions made during the meeting. All
modifications noted in these minutes will be
shared with all bidders
Exhibition(s) included in this RFP:
Please refer to the attached [Title of List] for the complete
roster of exhibit experiences included in
this RFP package. The experiences listed on this roster are part
of the following exhibition(s) in
development, slated to open [date]:
[List Exhibition(s)]
The scope of work for each of these exhibitions is detailed in

the Proposed Scope of Work section of
this RFP. To bid on an exhibit, the Contractor must complete
all scopes of work listed therein.
[Optional:]
Bidders must bid on complete exhibitions. Bidders may bid on
all of the exhibitions, or only select
ones, but the bid(s) must incorporate all of the identified scopes
for ALL of the exhibits described
within each selected exhibition project.
Background
[Provide background on Institution and project(s) relevant to
the RFP.]
Submission Procedure
Proposals conforming to the requirements set out below must be
received by [Contact info] by US
mail, courier or email [Contact info] no later than the deadline
given above. All submittals must be
received in PC - CD form along with hard copies. [X #] copies
of each format are required. Text
portions of the submittals are acceptable in Adobe Acrobat®
form by the deadline (including via
email) but must be followed in CD and hard copy form within
two (2) business days. All electronic
Bid Sheets must be submitted as Excel documents, not PDFs.
Proposals must state that they are valid
for a period of at least ninety (90) days from the closing
deadline. Physical proposals must be
submitted in sealed opaque containers and marked, [RFP title].

The name and address of the bidder must also appear on the
envelope and CD cover.
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[Institution] reserves the right to waive irregularities and to
reject any or all bids. The Owner also
reserves the right to negotiate with the selected bidder in the
event that the price exceeds available
funds.
[Institution] may consider informal any bid not prepared and/or
not submitted in accordance with the
provisions hereof and may waive any informalities or reject any
and all bids. Any bid may be
withdrawn prior to the above scheduled time for the opening of
bids or authorized postponement
thereof. Any bid received after the time and date specified shall
not be considered. No bidder may
withdraw a bid within sixty (60) days after the actual date of the
opening thereof.
Modification of Bids
Modifications to bids already submitted will be allowed if
submitted in writing prior to the time fixed
in the Request for Proposals. Modifications shall be submitted
as such and shall not reveal the total
amount of either the original or revised bids.
Standards, Documentation and Training
The Contractor (Fabricator) is required to review [insert and
Institutional design/fabrication standards

documents that might be applicable]. Any deviation from these
standards must be approved by
[Institution].
[Optional:]
These standards and other RFP documents will be made
available on the web. Bidders will be
notified via email once the RFP website is established.
PROJECT DOCUMENTS:
The following accompany this RFP in [Disc] Format:
[Institution] [RFP Title]
[Institution] [RFP Title] Bid Sheets:
Each electronic project folder includes a tab for individual
exhibits plus a
Consolidated Bid Sheet listing all of the exhibits within
[the/each] project.
[List Bid Sheet titles]
Exhibition Documentation: These files include [Exhibit
Descriptions/Exhibit Drawings] for
the exhibitions included in this RFP:
[List exhibition(s) and reference appropriate supporting docs]
Exhibition Project Overviews
[Institution] Sample Contract Template [date]

[Institution] Standards/Guidelines Documents: [List any
applicable docs]
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[Optional]
Accessing the Project Documents via the web.
The above documents will be made accessible via the web at:
[URL]
If you have difficulties accessing these documents please
contact [contact info].
Opening, Evaluation and Contracting
Proposals may be opened by [Institution] at any time after the
submission deadline. All proposals
satisfying the requirements of this Request for Proposals will be
evaluated to establish which of the
offerors best fulfills the needs of [Institution] and this project.
[Institution] anticipates entering into a
contract with this/these offeror(s) to execute the proposed work.
This Request for Proposals,
however, does not commit [Institution] to award a contract, to
pay any costs incurred in the
preparation of a proposal or to contract for the goods and/or

services offered. [Institution] reserves
the right to accept or reject any or all proposals received as a
result of this request, to negotiate with
all qualified offerors or to cancel this Request for Proposals, if
it is in the best interests of [Institution]
to do so. The decision of [Institution] shall be final.
After the selection of a Contractor the schedule should include a
period of collaboration between
[Institution] and the Contractor to better define, elaborate upon
and fix the Contractor’s exact and
final scope of Work (the “Final Scope”) starting with the date of
this Agreement and extending until
[date]. In collaboration with [Institution], the Final Scope will
be fixed no later than [date]. While
the Contractor should assume work begins immediately upon
notification that they have been
selected, the Final Scope will be defined by editing, redlining or
adding superseding documents or
drawings to the Proposed Scope of Work as attached hereto.
Once contracted, with respect to the
Exhibit Documentation, Contractor warrants to Owner that the
Scope of Work reflected therein can
be completed by Contractor, in a form substantially similar to
the preliminary scope, for the amount
of the compensation set forth below.
Standards and Work Summary
Parts of this invitation’s documents are [Institution]'s [list any
applicable standards documents and/or
official guidelines included in the RFP]. [Institution] expects to
enter into a contract using these
standards, especially those sections establishing warranties,
guarantees and [Institution]'s rights to
intellectual property.

Form of Contract
Enclosed with this Request for Proposal is a sample copy of
[Institution]’s typical form of contract.
[Institution] expects to enter into contract with the successful
bidder on the basis of this form of
contract.
The submission of a proposal implies an acceptance of
determining final scope amounts and general
acceptance on the part of the bidder of the terms of this form of
contract, and especially of those parts
establishing warranties, guarantees and [Institution]’s rights to
intellectual property. In addition, all
aspects of the proposed work must comply with [Institution’s]
[Standards doc(s)] and [Institution]’s
Liquidated Damages policy (reference below).
Owner’s Liquidated Damages.
[Insert Institution’s Liquidated Damages requirements.]
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Project Completion
The Project is to be completed on or before [date].
Proposal Contents
Proposals, together with letters of transmittal, should include
the bidder’s description of the work that
would be performed and the following information:
• For each exhibit describe the level work of work to be

performed.
• The team of people who would execute the work, with
descriptions of the experiences and
skills of each and his/her role in the bidder’s firm and in the
team.
• Names, addresses and descriptions of key subcontractors
which your firm would employ and
a description of their relevant experience and past performance.
Any subcontractors must be identified in the bid. [Institution]
must know if work is being
done outside of the firm. Please see the contract on details of
subcontractors. Please
remember that after contract signing [Institution] reserves the
right to approve all
subcontractors that were not approved during the RFP process.
Denial of a subcontractor by
[Institution] will NOT absolve the bidder from getting the work
done for the contracted price.
• The name of the person in your firm who would be the
official contact person for any
contractual relationship.
• At least two comparable previous projects in which the
bidder has engaged, with names and
telephone numbers of contacts with whom the bidder’s previous
performance can be

discussed.
• Examples from past projects that reflect the deliverables and
scope that are listed in the scope
of work.
• A management plan for the work.
• A schedule for the work, including the range of start dates to
which your firm is prepared to
commit and anticipated completion dates. This schedule should
work within the timeframes
outlined by [Institution]. Any conflict in the two should be
described. The schedule should
include a list of all anticipated meetings with [Institution] and
their locations.
• Proof of insurance and bonding.
• Completed Bid Sheets.
• Written description and explanation of the completed Bid
Sheets.
• A completed [Institution] Consolidated Bid Sheet, an
estimated detailed budget, an estimate
for the full scope of work described for the exhibition(s) in
its(their) entirety, and the
anticipated cash flow. P LEASE NOTE: BUDGET ENTRIES
SHOULD BE MADE IN THE

SAME ORDER AS THE EXHIBITS LISTED ON THE BID
SHEETS.
With their proposal, the Contractor must complete the [RFP
title] Bid Sheets.
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Each exhibition project includes individual Bid Sheets for each
of the exhibit experiences
included in this Request for Proposals, as well as a
Consolidated Bid Sheet which lists all of
the experiences in that project. Each bidder shall use the Bid
Forms included in the Bid
Documents to prepare their bid. No other bid forms or formats
will be allowed except as part
of the supplemental information described above (e.g. estimated
detailed budgets).
For Bid A on the bid sheets we are asking each bidder to
describe the experience that comes
as close as possible to the Exhibit Description provided. Bid A
is mandatory. All blank
spaces must be filled in.
Bidders should also review the preliminary equipment lists and
identify any issues (e.g.,
either overkill on equipment or lack of necessary equipment to
make the experience work)
[Optional:]

Additionally we are inviting bidders to propose up to three (3)
Alternate Bids that provide for
cost savings and value engineering. Bidders should include the
cost estimate(s) for Alternate
Bids on the Bid Sheets, in the spaces allocated, and provide a
short description of the
experience and any fabrication approach. Submission of
Alternate Bids is optional.
Total calculated prices shall be given in both words and figures.
These sheets have been
included in an electronic form as Excel documents.
Contractors can decide to bid only on one or more exhibitions
within this RFP, however, as
noted previously, bid submittals should be for the [RFP type]
project(s) as a complete
package. In other words, Contractors cannot bid on select
scopes of work and/or experiences
within a single exhibition project. If a Contractor selects not to
bid on the entire RFP, please
provide the reasoning for your selection(s).
PROPOSED SCOPE OF WORK:
Exhibit Elements Covered by this Request for Proposals
This Request for Proposals covers defined elements for each
exhibition. These elements are
described in the Scopes of Work section of the Drawings /
Descriptions provided for each of the
exhibit experiences within each exhibition project. These
include the Scopes of Work listed under the
header, “General Fabricator” in the Exhibit Descriptions and
Drawings.

As mentioned in the “Opening, Evaluation and Contracting”
section above, the final scope and thus
final fee will be determined in meetings immediately following
the award of the work. The actual
elements and a list of implementation responsibilities are found
for each exhibit in the Scope of Work
section of the Exhibit Descriptions and the Exhibit Drawings
under the title “of “General Fabricator.”
For each of these elements, the Contractor must perform “The
Work” as listed in this document.
[Institution] will be operating as Project Manager and
Coordinator for the work.
Request for Proposals Overview
Details on the exhibitions and exhibits accompany this Request
for Proposals in three forms:
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(1) The first is the Exhibition Overview documents for
[Exhibition(s)], which provide a short
summary of the exhibition(s).
(2) The second are Exhibit Descriptions for exhibit experiences
for:

[List exhibit experiences]
These describe each of the exhibits that are part of each of the
RFP exhibition projects, including the
educational goals, how the exhibit should operate, the content
we are drawing on for each exhibit and
a description of the scopes of work. The Contractor should
review these carefully, as these indicate
the desired operation of the exhibit. Contractors should point
out in their RFP any conflict between
the designs and their indicated operation.
[Optional under #2:]
Additionally, as part of the Exhibit Descriptions, a tentative
equipment list is included as well. As
mentioned before, bidders should indicate if they feel the
equipment will not allow for a successful
exhibit and offer alternates.
(3) The third component set is the Exhibit Drawings and an
exhibition floorplan(s).
Contract
[Institution] intends to enter into a contract, which will include
the fabrication scope of work outlined
in the Project Documents.
RFP Scope Clarifications and Exceptions
[List anything applicable]
THE WORK:

All proposals must account for the following scope of work for
the elements of the exhibition
described in the Scopes of Work section of the Exhibit
Descriptions and Drawings listed under the
headers, “Scope of Work: General Fabricator.“ If the offeror
recommends additional scope,
substitutions and/or value engineering alternatives, it should be
clearly described in full with the
reasons for the alternative and a separate pricing for its
inclusion. The [Institution] Standards provide
the details on many points of the work listed below. All work
must comply with the following
[Institution] standards including:
- [List any applicable Institutional Standards doc and/or
Guidelines]
- All applicable [State] Codes
[Optional:]
In addition, the successful bidder may need to meet with
[Institution]’s contracted vendors in the
future to detail specialty work as required, and with our
multimedia/video software vendors to finalize
the scope of work to be performed by the AV Installer.
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1. Work Parameters

The Exhibit Descriptions describe in as much detail as possible
at this time the design intent, pertinent
content and any resources available for each of these exhibits.
For each exhibit, bidders must
describe in specific terms, the experience in the exhibit they
will provide as compared to the
description provided in the Exhibit Description. These should
be supplied on the bid forms.
There is a place on each Bid Form for estimated costs for
Alternates to the exhibits, as regards design,
format, materials, etc. Bidders are encouraged to describe
alternates that will accomplish a program’s
objectives while reducing the cost of a program.
Design
The Contractor will be required to produce shop drawings of the
exhibit experiences found in this
RFP. The Contractor is to collaborate with the [Institution] team
to complete the detailed design of
the experiences. Creativity must be a strong suit here.
[Institution] is looking to improve upon and
be innovative with these experiences. As part of the design,
engineering or shop drawings, the
Contractor may need to work with [Institution]'s lighting
Contractor:
[list lighting contact as applicable]
The successful bidder will be able to call on [Lighting
Designer] for any lighting questions. The
successful bidder will be responsible to work with the AV
installer to ensure that lighting does not
interfere with the visual elements that the AV installer is
providing.

Drawings
The Contractor shall include in their proposal all elements
required for a complete exhibition, even if
not shown on the attached drawings or design development
drawings when complete. For the
contract, the Contractor must submit a schedule for fabrication
and installation that is approved by
[Institution].
All exhibits must have shop drawings that are approved by
[Institution] prior to fabrication. Final
approval will be from the official [Institution] representative,
[Name/Title].
If required, the Contractor shall provide drawings and
calculations, stamped by a [State] registered
structural engineer, which may be submitted to the required
[State] agencies for permits, where
necessary. All engineering drawings must be reviewed by
[Institution] prior to the start of complete
engineering shop drawings. Shop drawings and "As Built"
drawings will be a final deliverable in
both printed and electronic formats.
Engineering/Permitting
The Contractor is responsible for all necessary engineering and
shop drawings of the exhibition,
including determining if stamped drawings are necessary.
The Contractor is solely responsible to apply, pay for and obtain
all permits required for this project
including not limited to: Building and Trade permits from
[applicable State agency] for hauling
equipment and any and all other City, State and Federal permits
required for the execution of this
contract. Responsibility includes obtaining engineering

drawings by a professional engineer licensed
in [State], which may be required by applicable authorities.
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In addition to shop drawings the Contractor is responsible for
supplying fabrication documentation
necessary for the permitting authorities. This may include, but
is not limited to materials spec sheets
with flame spread information and final equipment lists with
power distribution documentation.
Prototyping
As specified in the Scopes of Work, certain exhibits will require
prototyping. All prototypes must be
reviewed by [Institution], and [Institution] must approve any
changes to the exhibit resulting from the
prototype prior to final fabrication. The Contractor can suggest
elements that do not require
prototyping; however, these must be reviewed and approved by
[Institution].
Equipment Identification and Acquisition
Early in the design development and engineering process an
equipment list with vendor sources shall
be provided to [Institution] for review and approval for
purchasing, as necessary. A final equipment
list with contracted vendors will be required for approval by
[Institution]. [Institution] has strong
relationships with many industries and may elect to seek
donations of some equipment. The
Contractor should, at the earliest point, identify fabricators of

preferred equipment in order to
facilitate [Institution]'s desire to ask for support. The
Contractor will be responsible for notifying
[Institution] of any conflicts with the approved schedule, should
[Institution] seek these donations.
Construction
The Contractor is responsible for the construction of exhibition
elements as noted in the Scopes of
Work sections of the drawings and Exhibit Operational
Descriptions. These include the Scopes of
Work listed under the header, “General Fabricator.”
[Institution] reserves the right to visit the
Contractor during construction of the components.
Of special note: If the Contractor is intending to subcontract
any work outside of its shop, these
Subcontractors must be listed in the response to the Request for
Proposals and examples of previous
work supplied. Acceptance of the Request for Proposals is NOT
an acceptance of these
Subcontractors. Once in contract negotiations, [Institution] will
reserve the right to review
Subcontractors, visit their facilities, talk with references and
approve of their inclusion on the job.
During fabrication, if a Subcontractor becomes necessary,
[Institution] must approve the
Subcontractor and reserves the right to review Subcontractors,
visit their facilities, talk with
references and approve of their inclusion on the job.
Fabrication Coordination
As noted in the Scopes of Work section of the attached Exhibit
Descriptions, there [are/may be] other
contracted vendors responsible for production and installation
work. The successful bidder will be

required to work closely with other vendors/contractors to
coordinate construction, shipping and
installation details and schedules, as required.
Power and Data
Access to power and data for all exhibits will be done through
[describe details specific to institution].
[As applicable:]
As noted in the Exhibit Descriptions and Drawings and the
detailed Scopes of Work contained
therein, the Contractor is responsible for hard-wiring exhibits to
the overhead grid as well as
supplying convenience power outlets and power strips.
Pretest
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The Contractor will provide sample full-scale construction of
the proposed designs, as required, for
testing before final fabrication.
Shipping and Installation
All components of the exhibition(s) must be shipped and
installed complete by the Contractor. The
proposal should indicate the intended means of shipping and
any shipping concerns due to exhibit
configuration.
If needed, Contractor is solely responsible for rigging all

equipment into place as designated on plans.
Rigging includes lifting, hauling, erection, etc. Should
Contractor entertain utilizing cranes for such
rigging, Contractor is responsible to perform field engineering
test for positioning of crane. Field
engineering tests are to include soil borings and a written report
by a [State Geophysical Engineer
reqt] with recommendations for crane set-up.
Guarantee and Service Contract
The successful bidder will be required to guarantee that all
work shall remain free of defects for one
(1) full year after the exhibit opening. A one-year service
contract should be included in the proposal.
Service contracts should cover periodic maintenance and
emergency calls as required. Hardware
shall be designed and specified so that if there is a failure of a
particular component, [Institution] staff
can swap out a back-up piece of equipment while the down part
is repaired. Bidders shall describe in
detail what is included in their proposed service contract. [
Refer to [Institution] Standards documents
for more information regarding guarantees and service
contracts.]
Schedule [sample]
The Contractor's schedule of work must fit within the following
estimated project schedule.
[List with dates:]
RFP Issued
Bidders Meeting (optional)
RFP Due
RFP Awarded/Work Commences/Letter of Intent Sent
50% Design/Engineering

Prototyping (as required)
100% Design/Engineering
Shop Drawing Deadline
Fabrication Commences
Fabrication Ends
Burn-In:
Ready for Exhibit Opening:
Warranty
The Contractor must warranty all products, work and services
provided for a period of one year after
the punch list is completed. The Contractor must turn over all
equipment warranties to [Institution].
Standards, Documentation and Training
The Contractor must comply with all standards described in the
[Institution] Standards/Guidelines].
Any deviation from these standards must be approved by
[Institution]. The Contractor will be
responsible for complete training of [Institution] staff on the
operation, maintenance and service of
the exhibits and equipment. A manual will be required that
includes operation and upkeep
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instructions, drawings, diagrams and equipment lists and
vendors. This should be supplied in CD -
PC form. A second manual, with simplified operations and
“fix-its” for floor staff, is also required.
Notes
[List any other specific information that Bidders should be

aware of, e.g. as regards on-site
installation work.]
Other Work
If a bidder has identified a scope of work not listed in either the
section called “The Work,” nor in
“Proposed Scope of Work” that the bidder feels is required to
complete the project, then the bidder
should assume that scope falls within the bidder’s
responsibilities. Any work identified as such must
be listed and described separately in the Request for Proposals
response and detailed estimates of
costs provided.
[As applicable:]
Therefore, the Union Wage and Affirmative Action Regulations
apply to any trades work
performed on site.
For trade work performed off-site to fabricate the exhibits,
Union Wages and Affirmative Action
Regulations do not apply. If the onsite work is not trade work,
then the regulations do not apply.
[Describe any specific requirements for on-site trade labor work
and Affirmative Action Regulations.]
Ownership
[Note: This section should be a summary overview - - with
specifics outlined in the contract sample;
particularly as regards multimedia projects and 3rd party
property.]
Any and all drawings, specifications, studies, electronic data,
estimates, inventions, discoveries,
improvements, concepts, enhancements, and ideas or any

portion thereof that the Contractor may
conceive, make, invent or suggest, either solely or jointly with
[Institution] or any other person or
persons, at any time during the provision of the Services,
whether at the request or upon the
suggestion of [Institution] or otherwise, and whether or not
patentable or copyrightable (any such
drawings, specifications, studies, electronic data, estimates,
invention, discovery, improvement,
concept, enhancement, idea, program or portion thereof and any
and all derivative works created or
prepared from the foregoing being hereinafter referred to as
“Work Product”) shall fully, freely and
immediately be communicated by Contractor to [Institution] and
shall belong to and be [Institution]’s
sole and exclusive property. Contractor shall not at any time,
whether during or after the termination
or expiration of this Agreement, apply for any letters of patent,
design, copyright, trademark, mask
work right or other form of protection whatsoever in the United
States of America or elsewhere for
the Work Product.
Without limiting any other provision of this Agreement, any
Work Product qualifying for protection
under the copyright laws of the United States shall be
considered “works made for hire” under such
copyright laws, and shall be the sole and exclusive property of
[Institution].
Contractor hereby irrevocably assigns to [Institution] any right,
title, or interest Contractor now has or
may hereafter acquire in, to, and under all Work Product, and to
any patent, copyright, trademark,
mask work right, or other proprietary or intellectual property
rights or interests in, to, and under such

Work Product. [Institution] and its assigns shall be the sole and
exclusive owner of all patents,
copyrights, trade secrets, mask work rights, and other
proprietary or intellectual property right or
interest in connection with such Work Product. Contractor
agrees to assist [Institution], at
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[Institution]’s cost, in every proper way to obtain and from time
to time enforce patents, copyrights,
trademarks, trade secrets, mask work rights, and all other
proprietary and intellectual property rights
and interests in the Work Product, and to that end Contractor
will execute and deliver or procure the
execution and delivery of all documents and other papers and
materials for use in applying for,
obtaining and enforcing such patents, copyrights, trademarks,
mask work rights, and other proprietary
and intellectual property rights and interests, as [Institution]
may request in writing, together with any
assignments thereof to [Institution] or persons designated by it.
Insurance
Insurance requirements are specified in the Sample Contract
Template provided as part of the RFP
materials.
Bonding [as applicable]
The successful bidder may need to furnish bonds covering
faithful performance of the Contract and
payment of obligations arising there under as stipulated in this
Request for Proposals or specially

required in the final Contract Documents on the execution of
the Contract.
Bidders should assume the bonding amount to be equal to their
bid.
The Form for Bid asks for the cost of establishing that Bond.
Bonding costs should be itemized on the
Bid Sheets.
Invoicing
[List any requirements specific to the Institution.]
Subcontractor Bid
Please list any subcontractor that you intend to use on this
project, their scope of work, and the
amount that was included in the bid to cover their work.
Subcontractor’s Scope of Work Bid
(Example: John Doe Acoustics – acoustic set up $XXXX
IT 675 Milestone Two Rubric: Implementation Plan
The final project for this course is a two-part project: an
executive presentation and a technical proposal. The final
project presents a detailed scenario regarding
the merger of two insurance companies. For the project, the
student is positioned as the chief information officer (CIO) and
is asked to lead an initiative to merge
the data infrastructures of both insurance companies into a
single consolidated data warehouse. For this milestone (due in

Module Four), you will submit your
implementation plan. Review the scenario for the final
assessment. Using the scenario, develop this portion of the
project plan. To meet requirements you
should include four aspects in the implementation plan: 1)
timeline, 2) resources, 3) training, and 4) security policy.
The following critical elements will be addressed in this
submission:
Implementation Plan:
a) Timeline: Include a reasonable timeline for implementation.
Considerations include: Is there sufficient time between
milestones? What milestones and
key deliverables will be required to complete the data
warehouse from start to finish?
b) Resources: What resources will be required for implementing
the warehouse? Will you use your local IT department or an
external vendor? What are the
approximate costs for this project? Why are the resources you
have identified necessary? Provide examples to support your
claims.
c) Training: Propose a logical training plan for employees. Be
sure to specify the level of training needs for various positions
and explain your reasoning.
d) Security Policy: Craft a policy for maintaining security that
meets organization needs. Considerations include, but are not
limited to: Who will have access
to the data warehouse? Who will you work with to determine
access rights for users? Will employees have access to the
records from both companies?

Guidelines for Submission: Written components of projects
must follow these formatting guidelines when applicable:
double spacing, 12-point Times New
Roman font, one-inch margins, and discipline-appropriate
citations.
Critical Elements Exemplary (100%) Proficient (90%) Needs
Improvement (75%) Not Evident (0%) Value
Timeline
Meets “Proficient” criteria and
timeline detail is focused
around the key deliverables
required to complete the
warehouse or is exceptionally
well defined in terms of
milestone needs
Crafts a reasonable timeline for
implementation
Crafts a timeline, but the
timeline is not reasonable
Does not craft a timeline 20
Resources
specific examples pertain to the
individual organization

Identification of necessary
resources is defended with
specific examples and relevant
explanations
Identification of necessary
resources is defended, but lacks
detail or explanations and
examples are not relevant
Does not defend identification
of necessary resources
20
Training
training plan is catered to both
organizations or is exceptionally
well planned
Proposes a logical training plan
for implementation that
includes the reasoning behind
the level of training needs for
various positions
Proposes a training plan, but
lacks detail around level of
training needed or plan is not
entirely logical for

implementation
Does not propose a training
plan
20
Security Policy
policy meets organizational
needs to the point of being
ready for implementation
Submission includes a security
policy that considers permission
levels and access rights, and
meets organizational needs
Submission includes a security
policy that considers permission
levels and access rights, but the
policy does not meet
organizational needs
Submission does not include a
security policy that considers
permission levels and access
20
Articulation of
Response

Submission is free of errors
related to citations, grammar,
spelling, syntax, and
organization, and is presented
in a professional and easy-to-
read format
Submission has no major errors
spelling, syntax, or organization
Submission has major errors
that negatively impact
readability and articulation of
main ideas
Submission has critical errors
that prevent understanding of
ideas
20
Earned Total 100%
A Guide to Writing a
Request for Proposal
How to let providers propose creative, relevant, and cost-

effective solutions by focusing on the end, not the means.
1. Structure of an
RFP................................................................... 1
1.1. Key sections of an RFP
...........................................................................1
1.2. Statement of
Purpose..............................................................................1
1.3. Background Information
..........................................................................1
1.4. Scope of
Work......................................................................................
...1
1.5. Outcome and Performance Standards
....................................................1
1.6.
Deliverables............................................................................
.................2
1.7. Term of
Contract..................................................................................
....2
1.8. Payments, Incentives, and
Penalties.......................................................2
1.9. Contractual Terms and Conditions
..........................................................2
1.10. Requirements for Proposal Preparation

..................................................2
1.11. Evaluation and Award
Process................................................................2
1.12. Process
Schedule.................................................................................
...2
1.13. Points of contact for future correspondence
............................................2
Go to http://www.rfp-templates.com/RFP-Template.html for
FREE RFP Documents including:
RFP Template
RFP Cover Letter
Proposal Cover Letter
Executive Summary Template
Disqualification Letter
Rejection Letter
Non-Binding Letter of Intent
Decision Matrix
No-Bid Letter
Protest Letter
Sole Source Protest Letter

Sole Source Justification and Approval (J&A)
Letter to Decline a Proposal
Contract Award Letter
FREE Requests for Proposals
(RFP) Template Samples:
Software RFP Template
Process ERP RFP Template
Discrete ERP RFP Template
CRM RFP Template
A Guide to Writing a Request for Proposal 1/3
Structure of an RFP
1.1. Key sections of an RFP
You can easily identify the key sections you should include in
your RFP by
simply answering each and any of the following questions:
1. Why? Reasons why your organization need to buy a new
solution.
2. Who? Description of your organization.
3. What? Nature of your project.

4. How?
Contract.
Information needed from suppliers.
Proposal evaluation criteria.
Contract award criteria.
5. When?
Selection process timeframe and deadlines.
Persons to contact.
1.2. Statement of Purpose
Describe the extent of products and services your organization
is looking for, as
well as, the overall objectives of the contract.
1.3. Background Information
Present a brief overview of your organization and its operations,
using 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.
1.4. Scope of Work
Enumerate the specific duties to be performed by the provider
and the expected
outcomes. Include a detailed listing of responsibilities,
particularly when sub-
contractors are involved.
1.5. 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.
A Guide to Writing a Request for Proposal 2/3
1.6. Deliverables
Provide a list of all products, reports, and plans that will be
delivered to your
organization and propose a delivery schedule.
1.7. Term of Contract
Specify length, start date and end date of the contract, and the
options for
renewal.
1.8. 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.
1.9. Contractual Terms and Conditions
Attach standard contracting forms, certifications, and
assurances. You may
include requirements specific to this particular contract.
1.10. 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.
1.11. Evaluation and Award Process
Lay down the procedures and criteria used for evaluating
proposals and for
making the final contract award.
1.12. Process Schedule
Clearly and concisely present the timeline for the steps leading
to the final
decision, such as the dates for submitting the letter of intent,
sending questions,
attending the pre-proposal conference, submitting the proposal,
etc.
1.13. Points of contact for future correspondence
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.

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