RFP DEVELOPMENT CHECKLIST
The following are key elements in developing an RFP/Contract and requires your input:
1.
Description of your UTMB Department (Optional): Describe operating environment; size and
volume, uniqueness, etc.
2.
Project Overview/Objectives: Describes the nature of the project through which we convey to
the Vendors what we seek as Project outcomes; provides an opportunity for the Vendor to
understand our needs.
3.
Evaluation - Selection Criteria: Indicate the factors your department would like to consider for
evaluation and award of the RFP [e.g., Cost; Project Schedule; Qualifications of Company and
Project Personnel; Work Statement (understanding the task); References and Experience in a
UTMB-like setting, Site Visit of other Facilities, etc.]
4.
Specifications/Scope of Work:
5.
4.1
Detail any specific requirements relating to the work or product(s); define your
department's role and the responsibilities of the Vendor.
4.2
Project Schedule: We can define the overall schedule or allow Vendor to define Project
Schedule and completion dates of key tasks.
4.3
Acceptance Criteria (define factors for accepting work and payment thereof).
4.4
Warranty Requirements
4.5
Support Services (i.e., training and implementation assistance)
4.6
Designation of UTMB Project Coordinator and the role of project coordinator (i.e.,
scheduling, work approval, etc.)
4.7
UTMB Responsibilities (i.e., provide Vendor on-site office space, telephone, PC; review
of Vendors work plans and submittal of approvals/comments within seven (7) days)
Payment/Rate Schedule:
5.1
UTMB pays only upon acceptance (i.e., completion of a task, acceptance of product(s), or
entire project)
5.2
Rates can be set up as lump sum/fixed price for entire project or per task.
5.3
Define unit pricing for consulting/professional fees including estimated hours; unit cost
for equipment/materials, and not to exceed cost for expenses; i.e., per diem, travel, etc.
6.
Questionnaire: Develop a list of questions which will enable you to select a Vendor by
determining if: a) Vendor is qualified; b) the Vendor understands the project; and c) Vendor is
capable of satisfactorily performing all requirements.
7.
Vendor Source List: Develop a list of Vendors that you would like to send to the RFP to. This will
be in addition to the Vendors on file, for your type of project, with Logistics/Acquisition.
Revision 1.0; eff. 01/28/02
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