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Unit 7: Planning for Events and Event Proposal

interested offerors to determine whether or not they are able or wish to offer a Notes
proposal. The purpose must be a clear and complete overview of everything the
agency wants, needs, and requires. Suggested Wording: The purpose (or intent) of
this RFP is to solicit competitive, sealed, proposals to establish a contract for the
(lease, purchase, development, management, etc.) of (description of product or type
of service) for the (agency name).
(iii) Background: Description of the function of the agency that requires the service or
goods. Explain why the service or goods are needed and the objectives of the agency.
If applicable, describe the current method or system in use and its deficiencies.
(iv) Method of Payment: The agency should address how payment will be made to the
contractor, whether monthly, quarterly, upon specific deliverables, or at completion
of project. If applicable, the agency should outline any information required on the
invoice or statement, to whom and where it is to be submitted, at what date and time
it is due, and any other relative information.

(v) Contract Term: Specify exactly the term of the contract, when it begins and when it
expires, along with any provisions for renewal.

(a) Suggested Wording: The contract resulting from this RFP will commence upon
the State’s execution of the contract and will end (date, months, or years later),
with an option to renew for a period of (months or years).
(vi) Presentations or Demonstrations: If required, explain in detail the format, time, and
any other relevant information that offerors would need to know to prepare a
presentation or demonstration.
(vii) Pre-Proposal Conference: Consider whether a pre-proposal conference for potential
offerors is needed to further explain, clarify, or identify areas of concern in the RFP.
(a) Suggested Wording: A (mandatory or optional) pre-proposal conference is
scheduled at (place and time) on (date) as identified on the RFP cover letter.
Each potential offeror may send a maximum of two (2) representatives. Specific
questions concerning the RFP should be submitted in writing prior to the pre-
proposal conference. Additional questions may be entertained at the
conference; however, responses may be deferred and answered at a later date.
Oral responses by the State are to be considered tentative. Written copies of all
questions and official State responses will be supplied to potential offerors.
8. Technical Specifications:
(i) Specifications: Used for goods, specifications should list the minimum characteristics
and objectives required by the user. They should include issues such as
environmental concerns, product-testing requirements, or other specific concerns
relative to the RFP.
(ii) Scope of Work: Used for services, this is a detailed, step-by-step description of the
work to be performed by the contractor, organized to reflect the order in which the
work is to be performed. Identify the major task headings and subtasks for performing
the work. Describe each task as carefully and with as much detail as possible. Each
task should be described in a separate, numbered paragraph, and there should be a
deliverable product or measurable standard for completion for each task.
(iii) Scope of Activity: For long-term projects, this is a comprehensive definition of the
exact area(s) to be addressed during the project. Define the working environment.
This is a project overview, which closely relates to the objectives, except it will be

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