Preparing a Request for Proposal (RFP)

For those companies with unique needs or special requirements that cannot be handled by standard software, a Request for Proposal (RFP) may be necessary.   With experience in preparing 200+ RFPs and managing 2,500 responses since 1983, we believe we are qualified to assist you with an independent request for proposal for your particular needs.  Click here if you need help.

Nature and Scope of Work

Results and Benefits

Time and Duration

Engagement Completion

Fees and Payments

Additional Services

Conclusion

Nature and Scope of Work:

We will review your goals and objectives, business functions and operating procedures - both manual and computerized. Our review will include discussions with Management and key personnel to determine where computerized systems might be installed or upgraded to increase efficiency, reduce manual processing requirements, reduce costs and provide better management information and reports.

Based on our findings, we will prepare Functional Specifications which, combined with our General Specifications, will serve as a Request For Proposal (RFP) which will be sent to computer hardware and software organizations who we believe can satisfy this RFP.

These Functional Specifications will be presented to you for your review and comments. We will then select with you, a number of qualified vendors who we believe are qualified to handle a project such as this. The RFP will be mailed to these vendors and we will hold a vendor conference with all vendors to whom the RFP was sent in order to answer vendor questions, have the vendors meet you, and have the vendors see who else is bidding.

We will assist you in the final selection of a vendor by reviewing, with you, the proposals submitted by the vendors and preparing a Comparative Analysis and Proposal Summary Analysis of the proposals, based on a series of factors that we believe are important indicators of the vendor's capability to deliver a system.

Once a vendor is selected, we will assist in the preparation of a contract by helping negotiate equipment delivery and program payment schedules with the vendor and by providing your attorney with draft contract clauses which we have found to be acceptable to vendors, while providing the greatest available protection to you.

Needless to say, we will hold all information that you give us in complete confidence.

Results and Benefits:

Time and Duration:

Our workload will determine when we can start your project. Once we begin, we expect to complete the RFP within 30 - 60 days. A vendor conference will be held 10 days after proposals are mailed. Vendors are expected to respond to the RFP, 30 days after the RFP is submitted to the them. We expect to evaluate the proposals and select vendor finalists 15 - 30 days after proposals are received.

This timetable assumes adequate cooperation by your personnel and ready availability of the necessary information.

Engagement Completion:

We shall consider the engagement complete when the proposals have been analyzed and recommendations for the final vendors have been made by GAP Enterprises, Ltd.

Fees and Payments:

Our fees will be on a per-diem basis. We will give you an estimated range of fees prior to beginning the engagement. We require a retainer to begin the project, and will work out a payment schedule with your company.

Additional Services:

Additional services may be required by your firm in visiting and evaluating vendor references, evaluation of detailed specifications, testing of the software and implementation of the system. We are prepared to provide you with these services, if you so desire.

Conclusion:

While a Request for Proposal may not be needed for all companies, those who do have special requirements will find a RFP to be invaluable and will save you time and money over the long term.

Click here for help preparing or answering a RFP