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Esign request for proposal template

welcome everyone to this overview video on RFPs requests for proposals today we're going to cover off what documentation we need to include within our RFP for suppliers to be able to quote effectively and for us to run an efficient process so here is our RFP document this specific example is available from entire buyer comm and this is our P template which you can download using the link in the description below and on the right hand side we've got our content section which displays all the information we want to include through our suppliers to review that's really worthwhile specifying a bit of information around the company and some key facts just because suppliers often want to know what type of company is that they're working with they might not know all the information firsthand and it's really useful to actually specify one of the values that the company abides by just because each business has its own sort of moral compass and it might be those wires have their particular clients they want to work with so they need to choose which type of projects to work in and so including any external links and any news stories with regards to your company is very beneficial in need here we want to talk about the problem itself and the team that we're going to be working with together with the solution what is the perfect solution look like for aims and objectives and we want to for example specify that we're looking for a speeding implementation we want our go live by December for example we want some innovative thinking to the contract we want access to best-in-class technology you know what is it that we're looking for from our new provider here we've got a nice well presented table quickly specifying the timelines that we work into within the project together with the right-hand side detail around how we're going to actually assess each of these responses so what was particularly important for us on the left side we've actually got details around how businesses get in contact with us and when supplier questions to do which I recommend setting about a week in advance of the deadline we're talking about the evaluation and there might be a short listing process which can help a further round of negotiations if possible and then also when are we looking to sign the contract here within specification with this specifying what type of goods that we want Silas's equipment and maintenance access to technology one of the security requirements within that technology and any bespoke works outside the constraints of the contract if we can specify those here that's really useful here we are mentioning contact lengths I normally try and keep this as long as possible just because it only gets extended out and it can give you an opportunity to improve the pricing later on or maybe you offer an extra year based on good performance against the service levels we're talking about scope in terms of locations scope in terms of the implementation what contracts that supply might have to manage assets or even people today we've got a template here which is included as well as fer volumes so we've got a breakdown in terms of monthly volumes suppliers love to get access to that information up front here in 4.6 we've got a second proposal I normally recommend my the companies that I'm working with to include a second proposal just because suppliers are often very guna challenging the specification and actually dealing even better what it is that we as a business need and they can challenge some of the status quo if they provide a conformant and a nonconformist specification here we're accessing financial information so we want three years of auditing audited financial accounts and also want some client references to be able to to call and do our due diligence we're talking about the account management what type of reporting that we want access to where the suppliers can actually subcontract and any other conjectural conditions which we can include here very beneficial to include that as a up front us earliest bottle just because this is a competitive situation within an RFP and the more we can get agreement to upfront help speed things along later on in the process lastly we've got some contractual conditions around validity of quotations and liability with regards to costs of proposals and then again we've got how to suppliers actually submit their proposal so we've got a supplier questionnaire and within this template we've got 180 questions which I'll show you very shortly and we're going to dive into some of the other supporting documentation that's attached so here are some useful documents to include within your RFP itself and we've got one here for example which is volumes so we've got some dummy data here with invoices and the OHS and description of the service broken down by month from year and cost and that's really useful just because it enables suppliers to see how much you're spending how much you're using one of the basis allows them to quote effectively we've also got a document for scoring which I'd highly recommend using so we've got a number of tabs here here we've got each area so for example we've got questions relating to to good so in the last six months what improvements have you made to your product that's really useful to understand which of the providers that are going to continuously improve their product range for example and we can look at the questions which are most important to us we've got scoring tabs so we can actually insert supplier responses side by side score effectively then we've got a summary of those responses here so we've actually we're broken down by each specific section and we've got the weighted averages for each supplier we've also got a pricing template which is really useful for breaking down and making sure you can easily compare responses from each suppliers so we've got that for each product or service for example got it broken down by cross for and each eat within each of those areas so we've got a conformance specification we've got material costs break it down and equally the non conformance rectification and here's your summary so that's it as far as this RFP template is concerned if you've got any questions feel free to drop them in the comments below regarding this template itself go to entire buyer comm slash template and you'll be able to download the specific template itself there thank you very much for listening and good luck with your RFP project