Request for Proposal Template

 

The template will present a standard format for a Request for Proposal for an e-government PPP,

 

The template serves three main purposes:

 

1.  Establishing a standardized format for the PPP procurement documents.

 

2.  Ensuring that sponsor agencies develop well-conceived tender documents for PPP projects.

 

3. Provide a basis for negotiation of a final PPP agreement.

 

RFPs are drafted based on the business case and feasibility assessment previously done (and approved) for the project. 

 

An RFP should not be tailored to any one bidder, but rather serve the service needs of the sponsor agency and the public interest.

 

 

 

 

TABLE OF CONTENTS

 

1 Template  Introduction

2 Executive Summary.......................................................5

3 Background and current status...............................................6

4 Scope of work............................................................7

4.1 Project Overview......................................................7

4.2 Project requirements....................................................7

4.3 other requirements.....................................................7

5 RFP requirements Process...................................................8

5.1 Structure of the document.................................................8

5.2 participation to rfp......................................................8

5.3 RFP schedule.........................................................8

5.4 RFP RELATED questions / clarifications / submission..............................9

5.5 RFP evaluation process..................................................9

5.6 RFP terms & conditions.................................................10

5.6.1 Liabilities of Ministry/Agency...........................................10

5.6.2 Proposal Process Management..........................................10

5.6.3 Bid Expiration Date..................................................11

5.6.4 Confidentiality & RFP Ownership........................................11

5.6.5 Security – Non Disclosure Agreement......................................11

5.7 Vendor presentation....................................................11

5.7.1 References Sites....................................................12

5.7.2 Contract Negotiations.................................................12

5.7.3 Solution / Service Acceptance Testing......................................12

5.7.4 Implementation Schedule..............................................13

5.7.5 Project Management.................................................13

6 response format (Proposal format)............................................14

6.1 proposal content / format................................................14

6.1.1 Completing the Requirement Specification...................................14

6.1.2 Vendor Responsibility.................................................14

6.2 Technical Proposal....................................................14

6.3 financial proposal.....................................................14

7 compliance Matrix – (Appendix – I)...........................................15

7.1 Functional Requirements................................................15

7.1.1 <Business Requirement - 1>............................................15

7.1.2 <Business Requirement - 2>............................................15

7.2 Security Requirements (*)................................................16

7.3 Performance Requirements (*).............................................16

7.4 Availability Requirements (*).............................................16

7.5 Technical Requirements (*)...............................................16

7.6 Legal requirements....................................................16

7.7 Optional requirements..................................................16

8 Basic partner profile & reference – (Appendix – II).................................17

8.1 basic partner details....................................................17

8.2 Staff details.........................................................17

8.3 product details.......................................................18

8.4 support details.......................................................18

9 customer details – (Appendix – III)............................................19

9.1 Reference..........................................................19

9.2 Customer in ksa......................................................19

10 commercial bid – (Appendix – IV).............................................20

11 non – disclosure agreement – (Appendix – V).....................................21

 

 

 

LIST OF TABLES

 

Table 1 – Timeframe guidelines

Table 2 - Requirements Response Criteria.....................................14

Table 3 – Basic Partner Details..............................................17

Table 4 - Staff Details......................................................17

Table 5 - Product Details...................................................18

Table 6 - Support Details...................................................18

Table 7 - Customer Reference Details.........................................19

Table 8 - KSA Customer Details..............................................19

 

 

 

<Brief summary about Ministry/Agency, the need for the hardware / software / services the RFP is being prepared for and expectation about the vendor and the solution to be obtained. Also to include a brief summary of the environment in which the hardware / software / services will operate.>

<A brief overview about Ministry/Agency in terms of:

 

• history
• strategic objectives and direction
• current organizational structure; and
• any other relevant information about Ministry/Agency in relation to the project.>

 

<A short introduction about the expected project phases…etc>

 

 

<This Section provides a summary overview of:

 

• project goals;
• objectives;
• scope (for example, of services to be delivered);
•  proposed pricing of services to be delivered;
• key performance indicators;
• partnership structure (e.g., PPP model);
• financing or project;
• financial arrangements between partners (e.g., revenue shares);
• expected service delivery;
• stakeholders; and
• Other basic information about the project.>

 

 

<Initial stakeholder expectations and assumptions about the project should be listed to control any scope creep that might occur in the project life cycle. 

 

Section should make clear how stakeholder input was gathered – for example, what consultations were held and with whom.>

 

 

<This Section describes the project structure, presenting it in a way that makes clear why a PPP approach was chosen for the  project.>

 

 

<This is the core section in any RFP. Each project requirement should be listed and described in specific detail, clearly noting whether each requirement is mandatory or optional.>

 

<All other requirements—such as technical, operational, training—are also stated under Scope of Work Chapter.>

 

 

<This Section describes the RFP process for the selected vendors to which the RFP is sent and the competitive system requirements.>

 

<Describe the structure of the RFP document and the sections included in it.>

 

<Explain requirements of the competitive system requirements for the basic partner  in RFP being circulated.>

 

Basic partners willing to participate should confirm to <Agency issuing RFP> within <number of days> days of receiving the RFP their Intent to Respond.  A failure to confirm will be signify that a  basic partner is not participating in the RFP and <Agency issuing RFP> will require an immediate return of the RFP

 

All basic partners confirming their participation should send the Intent to Respond to the attention of:

 

<RFP Contact Name & E-mail address>

 

<Schedule must be adapted and aligned to the needs and time requirements of each project.>

 

Sample of RFP key dates timeframe as a guideline are the following:

 

T0	RFP made available to the bidders
T0 + # of days, time: 10:00	Deadline for addressing questions
T0 + # of days	Response to all questions

 

T1 = T0 + # of days, time: 12:00	Deadline for receiving bid (all material)
T1 to T1 + # of weeks	Bids to be evaluated. Bidder(s) will be invited to present solution to Ministry/Agency (presentation meetings, not negotiation meetings). Live demonstrations can be launched at this presentation.
T1 + # of weeks to T1 + # of weeks	Negotiation of contract
T1 + # of weeks	Conclusion of contract
T1 + # of weeks to T1 + # of weeks	Clarification phase. The bidder initiates the activities considered necessary to obtain further insight into Ministry/Agency’s business procedures, needs, the competitive system requirements and IT environment, and to give Ministry/Agency insight into functions and capabilities of the system. The bidder will write a detailed description supplementing this RFP and the proposal. This description is to be approved by Ministry/Agency.
Period to be defined	Pilot installation showing full functionality
Period to be defined	Installation in all offices

Table 1 – Timeframe guidelines

 

<Clarify who is the contact person for any queries and clarification needed with regards to the RFP and submission rules.>

 

All questions related to this RFP should be directed to:

 

<Name of Project Manager & E-mail address>.

 

Basic partners must ensure that the proposal is delivered in duplicate and received at the following address before the tender closing date <Tender closing Date>.

 

<RFP Contact Name>

<Address Details>

 

Any notices with respect to this RFP should also be mailed to the above Contact and Address.

<Describe the evaluation process in brief for all submitted proposals and key elements of evaluation.>

 

The award criterion will be “the most economically advantageous” tender that includes the requested services. Apart from this criterion, the evaluation will be based on the following evaluation criteria listed in order of priority:

 

<For example, the following list of comparison criteria can be used and adapted to each RFP’s context (list of not exhaustive comparison criteria):>

 

Usability

-    Is the service easy to access for users?  Easier than previous delivery method?  Is the system easy to manage?

-    Does it have an intuitive graphical user interface?

-    How will security and privacy of any personal data be protected?

-    Is daily work expected to become easier for back office operations?

-    Is the system flexible with regard to how work processes are designed?

 

Migration

-    How successful will migration from existing platforms, systems and service delivery channels be? (Example)

-    How difficult (with respect to resources) is migration expected to be?

-    What are the risks of significant service interruptions during migration?

 

Completeness

-    Does the system cover all the needs in this RFP?  Are all required services be delivered?

-    Can the system be expected to handle future service needs?

-    Is the financial investment of bidder in the project likely to be adequate?

 

Basic Partner

-    Does the bidder have a solid financial foundation?

-    Does bidder have a proven track record of clean financial management?

-    Does the bidder have a proven track record of relevant competencies, service delivery, support, etc. considered to be a reliable potential partner?

-    Does vendor have a proven track record of delivery these types of services?

-    Has vendor been involved in a PPP before?

-    Does vendor have a record of successfully delivering projects (on or under budget) to public sector?

-    Does the development roadmap offer vision and perspective?  Is it realistic?

 

Technology

-    Is the technology used state-of-the-art? Will it be able to scale and handle new demands?

-    Does the bidder have a proven track record using the technology?

-    Does the solution use open standards? 

-    Does the solution respect de facto standards?

-    Is the technology prepared for future development?

-    Are there any security issues existing related to the technology?

 

Process

-    Does the outlined process for implementation, project organization, plan for education and information, etc. seem adequate?

-    Is training adequately addressed in the deployment plan?

 

Project Management

 

-    What are the proposed mechanisms for project management?

-    How will communications between partners be handled?

-    Does bidder propose a plan for marketing of the services?

-    Has bidder adequately addressed risk management?

 

<State the detailed terms and conditions for the RFP. Those terms and conditions to be split into sub-section under this section.>.

 

1.1.1   Liabilities of Ministry/Agency

<State the liabilities of Ministry/Agency with regards to the RFP.>

 

This RFP is only an invitation for proposal and no contractual obligation on behalf of Ministry/Agency whatsoever shall arise from the RFP process unless and until a formal contract is signed between Ministry/Agency and the Basic partner.

 

This RFP does not commit Ministry/Agency to pay any cost incurred in the preparation or submission of any proposal or to procure or contract for any services. 

 

1.1.2   Proposal Process Management

<Explain the processing of the proposal in Ministry/Agency.>

 

Ministry/Agency reserves the right to accept or reject any and all proposals, to revise the RFP, to request one or more re-submissions or clarification from one or more basic patners , or to cancel the process in part or whole. No basic partner is obligated to respond to or to continue to respond to the RFP after the submission and closing date.

 

Ministry/Agency will, at its discretion, award the contract to the responsible vendor submitting the best proposal that complies with the RFP.  Ministry/Agency may, at its sole discretion, reject any or all proposals received or waive minor defects, irregularities, or informalities therein.

 

1.1.1   Bid Expiration Date

<State the minimum period for the validity of the received proposals.>

 

1.1.2   Confidentiality & RFP Ownership

<State the confidentiality and ownership of the RFP.>

 

This RFP is both confidential and proprietary to Ministry/Agency, and Ministry/Agency reserves the right to recall the RFP in its entirety or in part. Basic Partners cannot and agree that they will not duplicate, distribute or otherwise disseminate or make available this document or the information contained in it without the express written consent of Ministry/Agency.

 

Basic Partners shall not include or reference this RFP in any publicity without prior written approval from the client, which, if granted, shall be granted by the individual named above. Basic Partners must accept all of the foregoing terms and condition s without exception. All responses to the RFP will become the property of Ministry/Agency and will not be returned.

 

1.1.3   Security – Non Disclosure Agreement

<State the need for the basic partners vendors to sign the Non-Disclosure agreement.>

 

The basic partners as part of the proposal should sign the non-disclosure agreement to safeguard the confidentiality of Ministry/Agency’s business information and data.

 

 

<State the rules for the cost incurred by the basic partner in case they are asked to make a presentation.>

 

If required, the basic partner will be asked to make presentations at Ministry/Agency. Ministry/Agency shall not be under any obligation to bear any part of the expenses incurred by the basic partners for the presentations.

 

1.1.1   References Sites

<State the importance of providing reference sites and how those references may be used by Ministry/Agency.>

 

Please provide a minimum of three reference sites where the proposed solution / service(s) has been installed. These users should be in the communication and IT industry, having operations comparable to Ministry/Agency, and have similar systems, scope and users of the specific solution and version proposed.  All the details of reference sites requested for in Appendix III should be provided along with the names and contact details of persons who will be available for discussion.

 

Ministry/Agency will contact these users to obtain any information on the solution / service and implementation.

 

Basic Partners will co-ordinate with the reference sites and arrange a visit on request from Ministry/Agency. The costs incurred by the evaluation team representing the Ministry/Agency, for the reference site visits, if undertaken, will be borne by Ministry/Agency. The results of this evaluation shall form a crucial input for selection of the preferred solution / service.

 

1.1.2   Contract Negotiations

<Describe the process to be followed in negotiating the contract after completing the selection process.>

 

At the completion of the selection process, Ministry/Agency will enter into negotiations with the selected basic partner. basic partners should also be aware that the following documents would be included as attachments to the final contract:

 

• This Request for Proposal.
• The basic partner’s proposal in response – both technical and commercial
• Any modifications to the proposal.
• A Serve Level Agreement (SLA).
• An implementation Plan identifying the tasks to be completed with milestones, the assigned responsibilities, and the scheduled completion dates.

 

1.1.1   Solution / Service Acceptance Testing

<Describe the need for Ministry/Agency to conduct acceptance testing for the solution / service prior to going live with it.>

 

Prior to going live, Ministry/Agency will require a period of time to conduct a thorough User Acceptance Testing (UAT) of the solution / service. This period should be sufficient to verify the solution / service operations and effectiveness. The UAT will not commence until the basic partner has implemented the solution / service (including installation, custom modifications, and parameterizations, functional testing, stress testing, and system integration testing if required by Ministry/Agency) at Ministry/Agency’s premises.

 

1.1.2   Implementation Schedule

<Describe the implementation schedule for the solution / service and the approach to be used.>

 

1.1.3   Project Management

<List the required information from the vendor with regards to the envisaged project management.>

 

The basic partnerwill provide at least the following information to Ministry/Agency:

• The description of the different phases of the project,
• The methodology and approach
• Specific list of the deliverables by phase the basic partner intends to provide along the project.
• Key performance indicators proposed for service delivery.

 

 

<Proposing guidelines with regards to responding to the RFP, basic partner responsibility and cost.>

 

<State the rules for the basic partners in terms of the format and content of the proposal. In case of fixed response format being requested then state the format and its sections.>

 

1.1.1   Completing the Requirement Specification

<State the rules for the basic partners in terms of responding to the system requirements matrix.>

 

The Requirement Specification contains a list of requirements on the desired aspects of the partnership  and project. The basic partner should respond as follows in the level of compliance column:

 

Response	Meaning
Compliant	Basic Partner fully complies with the specifications/requirement
Non Compliant	Basic Partner does not comply with the specifications/requirement (*)
Partially Comply	Basic Partner meets part of the specifications/requirement

Table 2 - Requirements Response Criteria

 

The response should be given by stating the response that applies to the requirement from the table above. Please provide explanation whatever be the response. Provide the explanation in the COMMENTS column or on a separate page, if necessary, with reference to the requirement number.

 

(*) If the proposed system / service offer an alternative to this requirement, please provide a supporting written explanation when using this response. Please clearly specify the question number reference where appropriate.

 

1.1.1   Basic Partner Responsibility

<State the basic partner responsibility without limiting their accountability to the list only.>

 

 

<This section provides the detailed information required in the Bidder’s Technical Proposal.>

 

.  

<This portion of the proposal must be identified as Financial Proposal and must be bound and sealed separately from the remainder of the proposal.>

 

 

<Detail the system / service requirements based on the business requirements.

This level of compliance criteria are provided as an example for software RFPs. However, this can be adapted following the RFP subject in order to assess the basic partner’s proposal. For PPPs, careful attention must be given to requirements for the delivery of services required.>

 

Level of Compliance:

Using the level codes 1 to 5, the bidder must indicate how requirements will be met.

The level codes 1 to 4 indicate completion, whereas level code 5 indicates non-completion.

1 = Standard.

 Completion takes place as standard.

2 = New version

 Completion requires a new version, which will be standard in the next version. Date for next the version must be indicated in the comment field. The date will be in accordance with the time schedule. The new version will be included in the offer.

3 = Will be adjusted.

 Compliance required adjustment. Adjustment is included in the offer.

4 = Special development.

 Compliance requires special development, which will be included in the offer. Date for completed special development must be stated as a comment, and be in accordance with the time schedule.

5 = Cannot be implemented.

Completion will not take place

 

Estimated price for a fulfillment in case of degree of completion 4:

In connection with level of compliance 4, the estimated price for a fulfillment must be stated in the specified field

 

Comments:

In this field, the bidder may state comments and reservations.

 

1.1.1   <Business Requirement - 1>

 

Detailed Functional Requirements	Level of Compliance	Comments

 

1.1.2   <Business Requirement - 2>

 

Detailed Functional Requirements	Level of Compliance	Comments

 

 

Detailed Security Requirements	Level of Compliance	Comments

 

 

Detailed Performance Requirements	Level of Compliance	Comments

 

 

Detailed Availability Requirements	Level of Compliance	Comments

 

 

Detailed Technical Requirements	Level of Compliance	Comments

 

<*Applicable only in case of a system being the subject of the RFP>

 

 

Detailed Legal Requirements	Level of Compliance	Comments

 

 

<For example nice-to-have functionality that Ministry/Agency may chose to either include or not include in the final contract or at a later stage and that should be priced separately.>

 

Detailed Optional Requirements	Level of Compliance	Comments

 

 

 

 

 

 

 

<State the profile information to be collected about the basic partner .>

 

<State the information to be collected about the company.>

 

General
Company Name
Holding Company or Parent Company (if any)
Company local address
Phone
Please provide details of ownership: private/public; ultimate parent; major shareholders. Any significant changes in ownership in the last two years?
Account Representative
Phone
Years in business
Certifications
Please provide details of any quality process certifications
Any other certifications, please specify

Table 3 – Basic Partner Details

<State the information to be collected about the staff details of the company.>

 

Staff
Total number of employees

 

Please provide a break-up of the number of employees by function, e.g.
Sales/Marketing
Administrative Staff
Research & Development
Implementation Staff
Technical Support Staff
Other

Table 4 - Staff Details

 

 

 

 

 

 

<State the information to be collected about the product being offered by the company.>

 

 

Product
System/Brand name
Date when first client went live in KSA
Current version and release date
Number of Clients using this software solution in KSA
Largest customer for this product (or service) by Number of workstation, servers and number of remote locations

Table 5 - Product Details

 

<State the information to be collected about the support of the basic partner .>

 

Support
No of Branches in KSA
No of Support Staffs
Coverage details proposed – 24 / 7 or Business Hours
Response time within city
Response time outside city i.e. 50 kilometres away from the main city
Committed Response/Resolution time for Emergency/Major
Committed Response/Resolution time for Minor

Table 6 - Support Details

 

 

<State the information to be collected about the customers of the basic partner, or users of the vendor’s services that are relevant to this project.>

 

<State the information to be collected about the customers’ reference of the basic partner.>

 

The reference customer details should be given in the following format. A separate copy of the format given should be used for each reference minimum required is 3.

Customer Details
Partner Name
Partner Address
Telephone Number
Fax Number
Contact Name
Title
What is or was the contact’s role on the implementation?
State the duration of the implementation.
Which Module/version is being used?
Details of consultancy service provided

Table 7 - Customer Reference Details

 

<State the information to be collected about the KSA customers of the basic partner.>

 

Customer Details

 

No of organizations using your proposed solution in KSA in the same industry field
No of other customers using the proposed solution in KSA

Table 8 - KSA Customer Details

 

 

<State the information to be filled by the basic partner with regard to the commercial aspects of the proposal and the rules for the vendor in terms of cost and its breakup. IF Ministry/Agency has specific requirements on the payment terms and schedule then it should be stated in this section as well. 

 

RFP should identify all relevant capital and revenue expenditure costs. The project cost break down should consider(but not limited to) the following  as applicable:

 

• Hardware Module Cost
• Software Module Cost
• Software License Cost – Server
• Software License Cost – Desktop
• Training Cost
• Testing Cost
• Conversion Cost
• Upgrade Cost
• Preventive Maintenance Cost
• Disaster Recovery and Data Backup Costs
• Support Cost
• Implementation Cost
• Documentation Cost
• Marketing Cost (to promote use of services)
• Travel Cost
• Consultancy Services Cost

 

In case of licensing, proposal should indicate costs separately for:

• Corporate license

• Individual license, for each of the items/modules>

 

Cost Item	Qty	Unit Cost (SR)	Total Cost (SR)	Maintenance first Years	Maintenance 5 years	Maintenance in %
TOTAL COST

 

 

 

<Attach the Non-Disclosure Agreement to be signed by Ministry/Agency and the basic partner.>

 

 

and according to competitive system, government procurement and its approved operational and financial rules and regulations