Request for Proposal (RFP) Assessment Form

An RFP, or Request for Proposal, is a method used to solicit bids from suppliers when factors beyond just price and delivery need to be considered to determine the best value. The RFP process typically takes 1-3 months and involves significant participation from the requesting department. This includes preparing a detailed scope of work, identifying potential suppliers, and setting delivery dates.


Why You Might Need an RFP:


Threshold: Your purchase will exceed the $50,000 threshold. This not only includes one-time fees over this amount, but also commodities purchased over the aggregate in a fiscal year.

Complex Purchases: When buying goods or services that require detailed specifications or multiple evaluation criteria.

Best Value: When selecting a supplier based on a combination of factors like quality, experience, and cost, rather than just the lowest bid.

Formal Process: For projects requiring a thorough review and scoring of proposals by an evaluation team.

Contact Information

This person will be the primary contact for the purchasing department throughout the RFP process.

Phone

General Project Information

Advertisements are required for all RFPs and must be paid by the requesting department.

Provide information about the good or service being requested and the desired outcome.

List any vendors that can provide the good or service being requested.

Include email addresses.

Is there a previous purchase order or agreement?*
Drag and drop files here or
Is this a request for a good or service?*
Is this a one-time purchase or ongoing service?*
Anticipated method of contract*
Pre-proposal meeting*

Do you anticipate the need for a meeting before suppliers can submit proposals?

Typically, these meetings are held only if suppliers would need to view a space, take measurements, etc. in order to respond to the RFP.

Is there an anticipated need for the suppliers to provide demonstrations during evaluations?

If yes, explain what they will need to demonstrate.

Budget Information

Will the good/service be funded by a grant?*

This would be the total cost of the entire project.

Include any extensions or renewals that may be anticipated.

If this project will span over more than one year, provide the estimated cost per year.

If the project will span over multiple years, please list each anticipated year.

Project Timing and Length

Are there any special considerations for when work can be performed by supplier?

(Such as only in summer, normal business hours, etc.)

If none - answer N/A

For service, when do you expect the work to start?

For one-time purchase, when do you expect the good to be delivered?

If ongoing service - provide the desired contract length.

For one-time service - provide a date when the work should be finalized.

Scope of Work

Provide as much detail as possible.

List all the goals for the project and what end-result is desired.

Provide as much detail as possible.

Who would be most impacted by this project?

List departments and individuals as needed.

What is the background and context?

Provide as much detail as possible.

What specific tasks and activities are to be performed?

Or what is the specific good to be delivered?

Provide as much detail as possible.

List any items the college would provide that the supplier does not need to worry about. Such as parking spaces, electricity, drawings, etc.

If none - answer N/A

List any items the supplier must provide when performing the work. Such as qualifications of supplier's staff, permits, etc.

If none - answer N/A

If anything in the current or previous agreement was unclear or was an issue, list those items here.

Provide as much detail as possible.

List detail features and requirements that the product or service must meet.

Such as performance, compatibility, security, specifications, integration, scalability, user interface, support.

List any quality standards that must be met.

Such as compliance with industry standards and certifications.

What level of communication and reporting do you expect from the supplier throughout the project/service period?

For example: "Supplier must submit monthly reports...", "Supplier will provide training and support during implementation...", etc.

Evaluation Information

Please notify individuals in advance that they have been chosen to be on the evaluation team.

The VP of business services will always be an evaluator.

Purchasing can never be on the evaluation team.

List any questions you would like evaluators to answer about suppliers.

Example: Does the supplier have a current OSHA certification?

Additional Information

Provide any additional details or information that the purchasing team may need to know.

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