Bid Proposal Template

1.1.   Qualification 2

1.2.   Qualification 3

1.3.   Add/Remove lines as needed

 

2. WHERE SERVICES ARE TO BE PERFORMED

Is the vendor expected to be on site at IMSA or travel to other sites?

2.1.   State the work location(s)

 

3. IMSA obligations:

What (if anything) IMSA will provide

3.1.   IMSA obligation 1

3.2.   IMSA obligation 2

3.3.   IMSA obligation 3

3.4.   Add/Remove lines as needed

 

4. TERM OF CONTRACT

The initial term of the contract will be from (MM/DD/YYYY  or the date of execution of the contract through   (MM/DD/YYYY).

 

5. RENEWAL

State the initial contract period and  renew option years and dates if applicable

5.1.   Initial    Start Date End Date

5.2.   Renewal 1   Start Date End Date

5.3.   Renewal 2   Start Date End Date

5.4.   Renewal 3   Start Date End Date

5.5.   Add/Remove lines as needed

 

6. REFERENCES

References - What kind of references are you expecting?

6.1.   Enter your reference requirements here

6.2.   Enter your reference requirements here

6.3.   Add/remove lines as needed

 

1. VENDOR  RESPONSE FORMAT

Normally, we ask the vendors to response to each line item in section 1 and 2 above.  You are telling the vendor(s) what you wish to see in their response so that you can easily evaluate multiple proposals.  If you need something different, this would be a place to detail it.  Previous work examples, sample deliverables, spec sheets, maintenance lists, etc. might be noted.

1.1.   Enter your Response requirements here (if different than line by line as stated in section 1)

 

EVALUATION

We need to detail how the bids coming in will be evaluated an scored.  List the elements of Responsiveness that we will evaluate, their maximum weights in point format and minimum point requirements.    You may enter here or attach a spreadsheet with items and weights.

Responsiveness Elements

Responsiveness Elements	Maximum Responsiveness Weight
Administrative Compliance - We will determine whether your Offer complied with the Instructions for submitting Offers. Except for late submissions, we may require that a Vendor correct deficiencies as a condition of further evaluation.	1
Responsibility - We will determine whether you are a   Responsible  Vendor; a Vendor with whom we can or should do business.	10
Evaluation Criteria 1	x
Evaluation Criteria 2	y
Evaluation Criteria 3	z
Add /Remove Evaluation Criteria as needed
Total Possible Responsiveness Points	nnn

Note: Pricing and its’ weight is automatically added to the Final evaluation

2. PRICE

METHOD AND RATE OF COMPENSATION:

You are asking the vendors to breakdown their estimates of costs.  Based on what you are asking for, labor, overhead, materials, travel, duplication etc.  may all be involved. 

 

Identify the method of charging (hourly, daily, project, item, or other method) and provide the rate or price for each type of supply or service.  Pricing shall be in accordance with the unit of measure specified and only one unit price shall be quoted per item unless specifically provided below.  All extensions and totals requested shall be shown.  Prices quoted must be net after deducting all trade or quantity discounts and any other available allowances.

1.1.          Price Spec 1

1.2.          Price Spec 2

1.3.          Add/Remove lines as needed

 

2. PAYMENT TERMS AND CONDITIONS

How will the work be split for invoices and payments?

The default is "Payment will be made after completion of the Contract unless otherwise specified below."  For large and long interval projects, a phased invoicing strategy based on completion of clear, measurable milestones and/or deliverables is often needed and stated in section 2.  I.e.

We expect to receive three invoices as follows:

#1 Dollars for hours worked from start to approved design spec

#2 Dollars for hours worked from design approval to test complete

#3 Dollars for hours worked from test complete to production cutover

2.1.   Payment Terms 1

2.2.   Payment Terms 2

2.3.   Payment Terms 3

2.4.   Add/Remove lines as needed

3. Supplemental Provisions

This is where you can specify attachments that will give the vendors background and context for your request.  Good examples might be Information about the program or the Academic Calendar.

3.1.   Supplemental 1

3.2.   Supplemental 2

3.3.   Add/Remove lines as needed

 

4. Do you have any position on the use of Sub-contractor?

Yes/No, any restrictions imposed by funders etc.

 

5. Other Requests

Any other requests of the process – i.e. Vendor meeting

5.1.   Request 1

1.1.   Add/Remove lines as needed