Whether the system will be developed in-house, use package software,
or be outsourced, a Request for Proposal (RFP) must be prepared to
solicit quotes from vendors. The primary purpose is to communicate with
vendors and rank software and hardware products from different
candidates. A formal RFP must include system requirements and design
features to support the IT system as well as research on technical
criteria and options. These tasks are done in combination with the
project manager, developers, and business analyst.
Once all RFP responses are received from selected vendors,
proposals are evaluated and ranked. Having ranked the proposals, the
next step is to present the best options to management in the
feasibility report. Once the vendor approval is obtained, the business
analyst and project manager will meet with the winning vendor and begin
contract negotiations and license agreements. The following RFP samples
will give you an idea how these are prepared.
The following documents have examples for RFP for a phone system
and a website. Since each student’s assignment is different, you can use
the sections to fill in the specifics for your project. All RFP
templates are very similar, but on the Internet, these RFPs are already
filled out by real companies. To prepare the RFP, you need to consider
the main sections and fill in your information not in long detail but
enough to make the assignment understandable and substantial for a
vendor to read.
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