Request For Proposal RFP Templates

Use these MS Word and Excel Request for Proposal (RFP) templates to send invitations to suppliers to submit business proposal for a specific product or service.

The template pack includes a 56-page MS template for sending out an RFP with sample text and instructions. You also get two Excel files: one for organizing RFP Clarifications and the other for Vendor Assessments. The Excel spreadsheets come with sample pie, bar, and bubble charts to visual the assessments.

RFP Table of Contents

Here is the Table of Contents for the Request for Proposal.

0. General Information
0.1. Name of Proposal
0.2. Query Handling

1.     Executive Summary
1.1.  [Issuer’s] Background
1.2.  [Issuer’s] Mission Statement
1.3.  [Issuer’s] Role
1.4.  [Issuer’s] Organization Structure
1.5.  Background & Supporting Information
1.6.  Context of Proposal
1.7.  Project Constraints and Assumptions
1.8.  Scope of Work
1.9.  Project Start
1.10. Contract Overview
1.11. Prime Contractor Responsibility
1.12. Closing Date for Receipt of Proposal
1.13. Evaluation of proposal
1.14. Contract Award
1.15. Response to Queries
1.16. Additional Information

2.     Specification of Requirements
2.1.  Objectives
2.2.  Deliverables
2.3.  Project Duration
2.4.  Possible Additional Work
2.5.  Collaboration
2.6.  Resource Requirements
2.7.  Target Groups
2.8.  Mandatory Requirements
2.9.  Desirable Requirements
2.10. Timescales
2.11. Quality Measures
2.12. Effort Required by Issuer during project
2.13.  Sample Requirement – Website Design
2.14.  Sample Requirement – Training
2.15.  Sample Requirement – Documentation
2.16.  Sample Requirement – Maintenance and Support

3.    Schedule of Costs
3.1. Payment Schedule
3.2. Payment Arrangement
3.3. Details Costs
3.4. Fixed Price Costs
3.5. Detailed Costs
3.6. Technical Support Costs
3.7. Further Conditions

4.    Required Format of Proposal
4.1. Format of Proposal
4.2. Layout of Proposal
4.3. Management Summary
4.4. Proposed Solution
4.5. Project Management
4.6. Costs
4.7. Bidder’s General Information
4.7.1. Bidder’s Profile
4.7.2. Third Party / Consortium Profile
4.7.3. Customer Base
4.7.4. Financial Details
4.7.5. Technical Capability
4.7.6. Quality Certification
4.7.7. Industry Standards
4.7.8. Bidder Qualifications
4.7.9. Relevant Services
4.7.10. Specific Skills and Experience
4.8. Details of Management and Key Personnel
4.9. Format and Number of Proposals
4.10. Reference Projects

5.    Evaluation & Award Criteria
5.1. Qualification Process
5.2. Evaluation Criteria
5.3. Confidentiality of evaluation
5.4. Determination of responsiveness
5.5. Correction of Errors
5.6. Clarification of proposals
5.7. Interference
5.8. Award Criteria
5.9. Most Economically Advantageous Proposal
5.10. Bidders Qualifications
5.11. Split contracts
5.12. Conformity to Specification
5.13. Product Liability Insurance
5.14. Estimated Quantities
5.15. Number of Suppliers
5.16. Tax certificates
5.17. Status of Parties
5.18. Contract Performance
5.19. Technical Obsolescence
5.20. Contract Termination
5.21. Request for Additional Information from Bidders
5.22. Cost of preparation of proposal
5.23. Acknowledgment of Receipt
5.24. Pre-Proposal Conference
5.25. Discussions with Bidders
5.26. Amendments to the Request for Proposal
5.27. Contractual Terms and Conditions
5.28. Amended Proposals
5.29. Bidders Rights to Withdraw Proposal
5.30. Termination
5.31. Legal Review
5.32. Contract Deviations
5.33. Subcontractors
5.34. Conflict of Interest
5.35. Governing Law
5.36. Compliance with the Applicable Law
5.37. Presentation of proposal
5.38. Additional Costs

6.    Appendix A – Terms and Conditions
6.1. Copyright / Intellectual Property Rights
6.2. Implementation
6.3. Financial Arrangements
6.4. Contract Award / Termination
6.5. Ownership
6.6. Framework of Agreement:
6.7. Site Visits
6.8. Alternative proposal
6.9. Price basis
6.10. Proposal Validity Period
6.11. European Directive 92/50/EEC
6.12. Subcontracting
6.13. Contract Review
6.14. Indemnities and Sureties
6.15. Freedom of Information

7.    Appendix B – Sample Format of Submission
7.1. Company details
7.2. Type of Company
7.3. Subsidiary Company, Associated Company or Parent Company
7.4. Directors, Partners, and Associates
7.5. Key Personnel
7.6. Financial Information and Bank Details
7.7. Additional Financial Statements
7.8. Bank details
7.9. References
7.10. Proposed Technical Solution

8.  Appendix C – Proposal Checklist

9.  Appendix D – Technical Setup

9.1. Internet Service Provider Details
9.2. Website Details
9.3. Network Infrastructure
9.4. Desktop
9.5. Servers
9.6. Protocols
9.7. Applications
9.8. Required Hardware
9.9. Background
9.10. Database Requirements

10. Appendix E – Features and Functionality Checklist

11. Appendix F – Certificate As To Canvassing

12. Appendix G – Contact Details

13. Appendix H – Declaration For Applicants

Vendor Assessment Excel Templates

Use the following spreadsheets to assess the responses to your RFP.

Table of Contents in the Vendor Assessment template

Pie charts of vendor assessments

Red, yellow, red arrows applied to Excel spreadsheet to illustrate vendor scores

Vendor Assessment Template with bar charts

Product Specifications

The RFP templates are in Microsoft Word and Excel format.

The template pack includes the following documents:

• Request For Proposal 56 pages x MS Word
• Vendor Assessment 3 x Excel
• Clarification to Vendor Queries 1 x Excel