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This the terms should see if the RFP is stated it. The RFP might state the approvals required by the customer. For example, the
housing customer may want to review and approve the plans before construction is
started. The brochure customer may want to review and approve the brochure’s
layout before printing is started.
8. Some RFPs mention the type of contract the customer intends to use. It could be a
fixed‐price contract, in which case the customer will pay the contractor a fixed
amount, regardless of how much the work actually costs the contractor. (The
contractor accepts the risk of taking a loss.) Or the contract might be for time and
materials. In this case, the customer will pay the contractor whatever the actual
costs are. For example, if the RFP is to remodel a basement, the RFP might state that
the contractor will be paid for the hours expended and the cost of materials.
9. An RFP might state the payment terms the customer intends to use. For example,
the brochure customer may intend to make one payment at the end of the project.
On the other hand, the customer for the house may specify progress payments,
based on a percentage of the total price, that are made as certain milestones are
accomplished—25 percent when the foundation is complete, another 25 percent
when the framing is complete, and so on, until the entire project is finished.
10. The RFP should state the required schedule for completion of the project and key
milestones. It might state simply that the house must be completed within six
months, or it might include a more detailed schedule. For example, the billing and
collection system must be designed and developed and a design review meeting
conducted within four months of the start of the project; then, the system must be
installed and tested within four months of the design review; and, finally, the
contractor must provide all system documentation and operator training within one
month of the system’s installation. In addition to the required project completion
date, the RFP may also indicate required dates for key milestones during the project.
11. The RFP should provide instructions for the format and content of the contractor
proposals. If the customer is going to compare and evaluate proposals from several
contractors, it is important that they be consistent in format and content so that a
fair evaluation can be made. Instructions might state a required outline or table of
contents, the maximum number of pages, specific requirements to provide a
detailed breakdown of cost elements, or even the font size and margins for the
proposal.The RFP should indicate the due date by which the customer expects potential
contractors to submit proposals. Customers want to receive all proposals by a
certain date so that they can compare and evaluate them at the same time. For
example, a customer may give potential contractors 30 calendar days from the time
the RFP is formally issued to submit a proposal. Customers usually state in the RFP
that any proposals submitted after the due date will not be accepted for
consideration, because it would be unfair to give some contractors extra time.
13. An RFP may include the evaluation criteria. These are the criteria that the customer
will use to evaluate proposals from competing contractors in order to select the one
to perform the project. Criteria might include the following:
a. The contractor’s experience with similar projects. How recently has the
contractor completed similar projects? Were they completed within budget and
on schedule? Were the customers satisfied?The technical approach proposed by the contractor. What technology will be
used? What type and configuration of computer hardware will be used? What is
the design approach for the database? Which software language will be used for
developing the management information system?
c. The schedule. Will the contractor be able to meet or beat the required schedule?
d. The costs. If the estimate is based on time and materials, are the costs
reasonable? Have any items been left out? Does it appear that the contractor has
submitted a low cost estimate but will add costs after the project is under way,
resulting in final costs that are much higher than the original estimate?
14. In rare cases, an RFP will indicate the funds the customer has available to spend on
the project. Usually, the customer expects contractors to submit a proposal that
meets the requirements in the RFP at the most reasonable cost. In some situations,
however, it may be helpful for the customer to indicate a ‘‘ballpark’’ amount to be
spent. For example, stating in the RFP that the cost of building the house should be
about $300,000 would be helpful. Contractors can then submit proposals that are
appropriate to that level of funding, rather than submitting proposals for houses that
cost far more than the customer has available. Otherwise, all the contractors might
submit proposals with prices much higher than the available funding, and the
disappointed customer will have to ask all the contractors to resubmit proposals for
a less expensive house
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