Fixed Price RFP Template
Fixed Price RFP.doc
January 28, 2015
Fixed Price Systems Development Request for Proposals (RFP) Template
The attached RFP template has been prepared by Contracted Services Section, Procurement Services, Service Alberta (“Procurement Services”) for use by Government of Alberta Departments in preparing an RFP for a fixed price systems development project. The Evaluation Plan is to be developed in parallel with the RFP. The RFP template, Evaluation Plan Template, and related tools including “Request for Proposals (RFP) Preparation Guidelines” and “Request for Proposal (RFP) Response Evaluation Process” are found at the following website address:
The system to be developed could, at the Department’s option, be all new custom development or include a component of Pre-existing Work or a component of Commercial Software. At the time of Evaluation Plan and RFP development, the Department must determine which of these approaches would be acceptable. Different material ownership rights are provided to the Department on each approach. The material ownership provisions in the fixed price contract templates available at the website referenced below, should be carefully reviewed to ensure the appropriate ownership rights are selected to meet the Department’s business needs. This RFP template is not intended to be used for asolutions procurement, i.e. acquisition of a software package, with or without customization.
This template has been reviewed and approved by Legal Services, Alberta Justice for use by Government of AlbertaDepartments.
As this template will be updated from time to time, it is recommended that Departments visit the above referenced website to view the latest version of the template each time an RFP is to be developed.
The “RFP Administration Terms and Conditions” document posted on Alberta Purchasing Connection (“APC”) is incorporated into the RFP by reference. The document contains the RFP’s definitions and its terms and conditions. Before drafting an RFP, Departments should review section 1 of the RFP Administration Terms and Conditions to ensure the terminology is appropriately used throughout the RFP and the definitions are accurate. Should Procurement Services not be involved in the procurement process, references to “Procurement Services” will need to be changed by indicating in the RFP that these references are deleted and replaced with the appropriate Department name. References to “Service Alberta” would also be changed unless the procurement is for Service Alberta and/or the scope of services requires mention of Service Alberta.
In preparing an RFP, Departments are asked to carefully consider the significance of identifying a requirement as mandatory. Identifying a requirement as mandatory means it must be met in a substantially unaltered form in order for the Proposal to receive consideration (i.e. if not it must be rejected). Therefore, the number of mandatory requirements in the RFP should be limited where possible. Consideration should be given to alternative approaches such as making requirements desirable and appropriately weighting and scoring the criteria to give sufficient credit. The use of minimum scoring thresholds to screen proposals is also a viable alternative, for example, Proposals which achieve a minimum of 50% of the total points for each rating category and a minimum overall rating of 65% of the total points for all rating categories will be considered.
Italicized text is used in the template to guide Departments on the RFP structure and content. An overview of the RFP sections is as follows:
RFP Cover Page – This is a standard cover page and should not be modified by the Department except for completing the appropriate areas. If Procurement Services is not involved in the procurement process, then references to “Contracted Services Section” and “Procurement Services”, and its address will need to be modified. The reference to “Service Alberta” would also be changed unless the procurement is for Service Alberta.
Table of Contents – To be generated by the Department.
Section 1.0 –This section contains standard text and should only be modified by the Department if the RFP Administrative Terms and Conditions requires modification based on project needs or if Procurement Services is not involved in the procurement.
Section 2.0 – This section is to be completed by the Department. Recommended text is included in the template.
Section 3.0 - To be completed by the Department.
Section 4.0 –This section is to be completed by the Department and customized as appropriate to reflect the RFP criteria to be evaluated by the Department.
Section 5.0 -Recommended and optional text has been provided in this section. This section should be carefully reviewed by the Department and modified to meet the Department’s needs. The Vendor will be preparing its Proposal based on the information required by this section. TheDepartment should review the content of this section against the information and requirements contained in section 3.0 of the RFP so that requirements needing a response are reflected in section 5.0.
Appendix A -The appropriate Fixed Price Contract template from the following website be inserted as Appendix A. Guidelines for completing the Contract template are provided with the template. Where Procurement Services is involved in the procurement process, changes to the Contract should not be made before consulting Procurement Services. All changes to the Contract should be reviewed by Legal Services, Alberta Justice.
Appendix BDepartment to customize this pricing Appendix as appropriate for the project.
Appendix CThis appendix should be customized by the Department to include the deliverables for the project.
Appendix DThis appendix includes the Evaluation Framework to be completed by the Department.
Appendix EThis appendix includes sample RFP requirements/questions that may be used by the Department in completing section 5.0 of the RFP. This Appendix would not appear in the final RFP.
Additional appendices may be added to the RFP as required by the Department.
Where Procurement Services is involved in the procurement process, Departments are advised to consult with Procurement Services in the early stages of RFP preparation to discuss the RFP and contracting approach contemplated. Discussion of the approach early in the RFP development process will assist in identification of any potential issues that may require further discussion or research. Legal review of the completed RFP will be facilitated by Procurement Services.
Page 1
Procurement Services
Contracted Services Section
Seventh Street Plaza, South Tower
9th Floor, 10030-107 Street
Edmonton, Alberta T5J 3E4
REQUEST FOR PROPOSALS (“RFP”) NUMBER XXXXX-XX
(INSERT NAME OF PROJECT)
(INSERT NAME OF DEPARTMENT)
RFP Issue Date:
RFP Closing 14:00:59 Alberta Time:
Contracting Manager:
Telephone: (780) 427-xxxx
Facsimile (780) 422-9672
Email:
TABLE OF CONTENTS
1.0GENERAL
1.1Introduction
2.0RFP PROCESS
2.1RFP Terminology
2.2RFP Schedule of Events
2.3Bidders’ Conference (optional clause)
3.0PROJECT INFORMATION
3.1Project Overview
3.1.1Introduction
3.1.2Project Objectives
3.1.3Background
3.1.4Project Duration
3.1.5Project Scope
3.1.6Pre-existing Work and/or Commercial Software
3.1.7Related Project Documents
3.1.8Project Structure
3.2Project Requirements (Mandatory and Desirable)
3.2.1Project Phases and Deliverables
3.2.2Architecture and Standards
3.2.3Methodologies
3.2.4Project Status Reporting
3.2.5Department Supplied Resources
3.2.6Service Levels
3.2.7Security
3.2.8Conversion/ Transition
3.2.9Acceptance Testing
3.2.10Documentation
3.2.11User Training
3.2.12FOIP
3.2.13Maintenance Support
3.3Vendor Requirements
3.3.1Mandatory
3.3.2Desirable
3.4Human Resource Requirements (optional)
3.4.1Project Team Requirements (optional)
3.4.2Project Team Member Requirements (optional)
4.0EVALUATION CRITERIA
5.0PROPOSAL CONTENT GUIDELINES
5.1Proposal Format
5.2Proposal Content
5.2.1Proposal Submission
5.2.2Vendor Profile
5.2.3RFP Requirements
5.2.4RFP Administration Terms and Conditions
5.2.5Contract Provisions
5.2.6Appendices
APPENDIX A – CONTRACT
APPENDIX B – PRICING FORM
APPENDIX C – PROJECT PHASES AND DELIVERABLES
APPENDIX D – EVALUATION FRAMEWORK
1.0GENERAL
1.1Introduction
Vendors are invited to submit Proposals for the provision of the Services and Materials as specified in this RFP.
This RFP will be conducted with the objective of maximizing the benefit to Her Majesty, while offering Vendors a fair and equitable opportunity to participate.
Vendors are advised to pay careful attention to the wording used throughout this RFP. Failure to satisfy any term or condition of this RFP may result in an unacceptable Proposal.
Facsimile or digital Proposals in any form (e.g. diskette files, disk files, tape files, e-mailed files) will not be accepted.
Subject to the amendments specified below, the RFP Administration Terms and Conditions dated January 28, 2015(“RFP Administration Terms and Conditions”) posted on Alberta Purchasing Connection (“APC”) form part of this RFP. Vendors by submitting a Proposal are deemed to have accepted the RFP Administration Terms and Conditions.
- Section xxx of the RFP Administration Terms and Conditions is deleted, and a revised Section xxx is inserted as follows:
- Add the following to Section xxx of the RFP Administration Terms and Conditions:
- The following Section xxx is added to the RFP Administration Terms and Conditions:
When Procurement Services is not involved in the procurement process, the Department would make the following changes to the RFP Administration Terms and Conditions:
- All references to “Procurement Services” in the RFP Administration Terms and Conditions are deleted and replaced with “Alberta (insert Department name)”.
- Section 2.15 (d) of the RFP Administration Terms and Conditions is deleted and replaced with the following:
2.15 (d)Proposals must be sealed and clearly marked with the RFP’s number and RFP closing date and addressed as follows:
(Branch)
(Division)
(Department name)
(Address)
(City, Province, Postal Code)
- The definition of “Procurement Services” is deleted from section 1.0 of the RFP Administration Terms and Conditions.
The definition of “Service Alberta” should also be deleted if the procurement is not for Service Alberta, Procurement Services is not involved in the procurement process, and/or the scope of services does not require mention of Service Alberta. If deleting the reference, the appropriate wording would be as follows:
- The definition of “Service Alberta” is deleted from section 1.0 of the RFP Administration Terms and Conditions.
2.0RFP PROCESS
2.1RFP Terminology
Terminology used throughout this RFP is defined in the RFP Administration Terms and Conditions and Appendix A and as follows:
- Alberta(insert the Department name – e.g. Health) means Her Majesty the Queen in right of Alberta, as represented by the Minister of (insert the Department name).
- Department means Her Majesty the Queen in right of Alberta, as represented by the Minister of (insert the Department name).
Insert additional definitions as required for the RFP.
If Pre-existing Work and/or Commercial Software are permitted as part of the Vendor’s approach to the project the following definition(s) would be included in the RFP:
- Commercial Software means software of the Vendor and/or the Vendor’s subcontractors or agents (including their affiliates as specified in the Business Corporations Act of Alberta, as amended, revised or substituted from time to time) which was commercially available off the shelf prior to the RFP closing date.
- Pre-existing Work means all parts of Materials, excluding Commercial Software, that were first created outside the Contract by the Vendor, the Vendor’s employees, subcontractors or agents (including their affiliates as specified in the Business Corporations Act of Alberta, as amended, revised or substituted from time to time) and which were in existence prior to the RFP closing date.
References to “Alberta (insert Department name)”, “Department”, “Government of Alberta”, “Her Majesty”, “Procurement Services”, “Service Alberta and (insert any other descriptions of Her Majesty used in this RFP, for example “Government”), mean “Her Majesty the Queen in right of Alberta” and are only used for administrative purposes.
2.2RFP Schedule of Events
RFP Issue Date:
Bidders’ Conference Date: (Optional)
RFP Closing Date:
Evaluation of Proposals:
Shortlist Presentations:
Selection of Preferred Vendor:
The above dates are subject to change at the sole discretion of Her Majesty.
2.3Bidders’ Conference (optional clause)
A Bidders’ Conference has been scheduled to provide an opportunity for clarification regarding this RFP’s requirements, and to address any other issues with this RFP:
Date:
Time:
Location:
To facilitate comprehensive responses at the Bidders’ Conference it is recommended that written questions be submitted to the Contracting Manager in advance of the Bidders’ Conference.
Attendance at the Bidders’ Conference is not mandatory, but is highly recommended.
Vendors can obtain the written minutes of the Bidders’ Conference from APC.
3.0PROJECT INFORMATION
(A sample structure for a systems development project is provided below. Depending on the scope of the project, some of the sections may not be required; other sections may need to be added.)
3.1Project Overview
3.1.1Introduction
(Provide a general overview of the project.)
3.1.2Project Objectives
(Describe the objectives of the project. Each objective must be linked to one or more business need and not to specific aspects, attributes or features of an envisioned solution.)
3.1.3Background
(Describe the current situation.)
3.1.4Project Duration
(Identify the anticipated project start and completion dates. Any options to:
a)extend the Contract and the length of the extension;
b)contract with the successful Vendor for subsequent work or phases of the project; or
c)contract for maintenance support,
must be identified.)
3.1.5Project Scope
(Describe the scope of the project. Identify any prior phase documents that form part of the specifications for the project. Identify any contractual arrangements the Department has in place with other vendors that the successful Vendor will be required to work or interface with. Include any information that helps the Vendor to determine as specifically as possible the project size. This may include things like: the business model (including the numbers and descriptions of business processes and data entities), other finalized business requirements, number of people to be interviewed, organizational units and their structures that will be involved, finalized design details, or any other details that a Vendor could use to provide a fixed price.)
3.1.6Pre-existing Work and/or Commercial Software
(Indicate if Pre-existing Work and/or Commercial Software will be permitted in the Vendor’s approach to the project. If permitted, the RFP must clearly indicate to what extent Pre-existing Work and/or Commercial Software can be used in the approach, for example, to only satisfy a particular component of the system/solution (e.g. reporting). The Department should consider the limitations associated with the use of Pre-existing Work and/or Commercial Software in the system/solution. These limitations include restrictions on the distribution of the system/solution and ability to modify it, etc. Where Commercial Software is part of the delivered system/solution, the Department may be required to involve or contract with the developer to complete modifications to the Commercial Software should changes to the source code be required.)
3.1.7Related Project Documents
(Identify any project related documents, if applicable, that will be made available to Vendors during the solicitation process. Indicate from where and from whom they are available (generally Procurement Services would be the contact for these documents), and how they will be made available (e.g. on a sign-out basis, via email). State if Vendors will be required to sign a non-disclosure agreement and, if applicable, include a copy of such agreement.)
3.1.8Project Structure
(Identify the individuals (by role), the committees and/or Department management that the Vendor will report to or work with on the project.)
3.2Project Requirements (Mandatory and Desirable)
(Mandatory project requirements should be based on, and support, the objectives of the project. The objectives of the project are developed with the Evaluation Plan and are linked to a business need as opposed to specific aspects or features of one envisioned solution. A process referred to as ‘questioning to the void’ (described under “List Objectives” in the document entitled, “Request for Proposals (RFP) Response Evaluation Process”) should be used to refine the list of objectives.)
3.2.1Project Phases and Deliverables
Appendix C describes the phases of the project and the deliverables that must be provided by the Vendor.
(To assist Departments in describing the deliverables, an illustration of a set of systems development phases and associated deliverables is provided in Appendix C. The deliverables in a phase may vary depending on the systems development methodology adopted by the Department. Appendix C should be customized to reflect the Department’s requirements for the project. It is important that the description of the required deliverables be as detailed as possible to assist Vendors in providing a fixed price.)
3.2.2Architecture and Standards
(Identify any IT standards or architectures to be used by the Vendor such as database, development tools, browser, reporting tools, and technical architecture components.
The Department’s IT head should be consulted regarding information technology standards and guidelines to assure that those stated in the RFP are appropriate, current and in keeping with the standards prescribed by the Alberta Standards Management Committee and the Department. As Government of Alberta standards are developed they will be posted/stored in the Shared Repository (Sharp) at )
The ICT Materials to be used and/or delivered under the Contract should be compliant with GAEA.
3.2.3Methodologies
(Identify any systems development methodologies that are to be used by the Vendor or indicate if the Vendor can propose the development methodology for the project.)
3.2.4Project Status Reporting
(Describe the frequency of written project status reports and the required content of these reports, for example:
Weekly written status reports shall be submitted to the Department Project Manager. These status reports should outline:
- overall summarization of the project progress;
- deliverables achieved;
- deliverables remaining, progress, and expected delivery on each; and
- issues and concerns affecting specific deliverables and the project schedule or any other aspect of the project.)
3.2.5Department Supplied Resources
(Indicate if any office space, hardware, software licenses, secretarial support, or Department human resources will be available to the Vendor during the project.)
3.2.6Service Levels
(Describe mandatory and/or desirable performance requirements for the system for example database performance or application response time.)
3.2.7Security
(Specify the security standard/policies the Vendor must comply with. Describe any mandatory and/or desirable security requirements for the system, such as login ID, password protected, security administration, security access.)
3.2.8Conversion/ Transition