Page 168 - DMGT304_EVENT_MANAGEMENT

Unit 7: Planning for Events and Event Proposal

Request for Proposal (RFP) Notes

A request for proposal (RFP) is a document that an organization posts to elicit bids from potential
vendors for a product or service. For example, a new business or a business moving from a
paper-based system to a computer-based system might request proposals for all the hardware,
software, and user training required to establish and integrate the new system into the
organization. Another business might draft an RFP for a custom-written computer application
they wanted to outsource.
An RFP is made up of several elements, which may vary depending upon the particular RFP.
This model RFP is designed to help agencies in the preparation of the body of the RFP. Detailed
information on how to develop an RFP can be found on the Division of Purchasing website.

The following is a typical RFP layout:
1. Cover Letter: The Division of Purchasing will supply the RFP cover letter. It is automatically
generated by the Division of Purchasing electronic purchasing system at the time of RFP
release. The cover letter contains instructions to vendors such as the RFP closing/opening
date and time, procedures and requirements for vendor questions, number of RFP copies
required, state of domicile information, information regarding trade secrets, F.O.B.
requirements, and reference to the Idaho Standard Terms and Conditions. Information
regarding Proposal Discussions (Best and Final Offers) and Negotiations are also supplied
by the Division of Purchasing in the cover letter.

2. Signature Page: While some RFP’s issued by the Division of Purchasing may be responded
to electronically via the internet-based system, the majority of the proposals are submitted
manually. The Division of Purchasing includes a signature page that an offeror must
manually sign, in ink, and return with the proposal response. Manually submitted RFP’s
without a signature page are rejected. RFP’s submitted electronically via Purchasing
internet-based system possess a digitally encrypted signature and are acceptable without
the signature page.
3. Title Pages: A simple, single page that identifies the title of the RFP and issuing entity.
4. Table of Contents: A Table of Contents should be supplied with the RFP that outlines
information included within.
The Table of Contents should include at the minimum the following information:
(i) Schedule of Events
(ii) Standard and Special Terms and Conditions

(iii) General Information:
(a) Definitions
(b) Purpose or Intent
(c) Background

(d) Method of Payment
(e) Contract Term
(f) Presentations or Demonstrations
(g) Pre-Proposal Conference

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