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Professional Services
Case Management System
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Professional Services RFP Business Requirements
Business Requirements
This section of the RFP provides appropriate delivery schedules, specifies the type of contract anticipated (such as hourly billing or fixed cost), requests company background and financial information, and gives the requirements regarding price protection.
Delivery-Reports and other project deliverables should be delivered in accordance with the project plan, as developed by the court and the winning vendor. See Business Process Deliverables Example.
Facility Requirements-Vendors should be requested to specify any facility requirements, such as meeting space, office space, telephone line access. See Business Process Facility Requirements Example.
Vendor Project Personnel-The court should require that the vendor must not reassign any or all tasks from any specific individual without approval. Additionally, the court should require the vendor to ensure that key staff participants are not reassigned to other projects the vendor may be involved in, without approval from the Court. See Business Process Key Personnel Example and Business Process Assignment of Professional Staff Example.
Financial Strength-Vendors should be required to state their number of years in the business. Ideally, vendors should have a minimum of two years experience with court systems. Vendors also should he required to state their annual sales (for the previous two fiscal years), total number of employees. They should also provide an annual report. See Business Process Financial Information Example and CMS Financial Information Example.
References-The court should request three customer references and contact information. The references should have had experience performing tasks similar in size and application to those described in the RFP. See Business Process References Example and CMS Client References Example.
Acceptance-The court should specify the acceptance process for all vendor-supplied deliverables.
Payments-It is suggested that payments for the project be tied to acceptance of project deliverables. For professional service projects, payments should be tied to acceptance of project deliverables.
The cost proposal should contain a statement to the effect that the vendor accepts the following assumptions, criteria, and limitations:
- The agreement should be subject to termination for lack of appropriation, as provided in the RFP section described above under lack of funding. See Business Process Availability of Funds Example.
- All items needed for the successful completion of the project should be included in the stated costs.
- In preparing its cost proposal, the vendor should have taken into account any costs or constraints arising out of compliance with the RFP's contract terms.
- All quoted prices are guaranteed for a fixed time frame (such as 180 days). See Business Process Time for Acceptance Example and CMS Time for Acceptance Example.
Project Management-As part of their response to the RFP, vendors should be required to describe how they propose to organize their resources to complete the project. See Business Process Methodology Example. The description should include:
- The vendor's organizational structure and resources to be used in the project, including major staff responsibilities and functions.
- The availability of the vendor to provide on-site project management.
The management portion of the RFP also should specify how the court proposes to manage its portion of the project. In particular, the RFP should alert vendors to the frequency of progress meetings and the need for written reports with respect to the project's status, accomplishments to date, problems, and areas where the court should provide greater assistance.
It is suggested that payment procedures be tied to satisfactory completion of tasks and deliverables.
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