Fillable Purchasing-Request To Initiate RFP

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Purchasing-Request To Initiate RFP

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The Request for Proposal process is used for soliciting proposals where an award cannot be made strictly on specifications and
low price meeting those specifications. This form must be completed, signed, and submitted to purchasing@atu.edu
to begin
the RFP process. All fields are mandatory. Standard response time to this request is 5-10 working days. Upon completion of the
final draft of the RFP Document the requestor will be required to acknowledge final approval of the RFP document before
Procurement will release the RFP for responses from vendors. The timeline below may be used as a reference, and may vary
depending upon the complexity of the solicitation.
1. Submission of the completed Request to Initiate Request for Proposal Form to Procurement.
2. Procurement returns draft of RFP for review to requestor. (5-10 Days)
3. Requestor reviews draft of RFP document and returns with suggested changes. (Dependent upon response time of
requestor.)
4. Procurement produces a final draft of the RFP document and sends to requestor for final review along with information
about the RFP evaluation process. (5 days)
5. Requestor reviews the final draft and responds to Procurement with approval and names of evaluation committee
members. (Dependent upon the response time of the requestor.)
6. Procurement sets an opening date and time for the RFP and releases for vendor response. (5 days) RFP’s must be open
for 2 weeks minimum to provide adequate opportunity for response.
Requesting Department Information
Name of Requestor
Department
Phone
Number
E-mail address
Date
Requisition Number
If software purchase, has this been approved by the ATU Software Evaluation Committee?
Yes No
If no, stop and obtain approval from that committee before submitting this form.
RFP Information
1. Scope: What issue or challenge are you trying to address? What are your objectives and needs?
2. Deliverables: Describe the precise deliverables you are seeking (e.g. training of staff; computer program to
integrate disparate systems; hourly break-fix work; etc.):
3. Describe your current environment that a reasonable vendor would want to know to offer its
solution/services (i.e., if computer software, a description our IT network and programs it would connect to; if a
process analysis a description of the department and employees involved and maybe a the current process):
Procurement Services
203 West O Street
Russellville, AR 72801
purchasing@atu.edu
479.968.0269
4. Timeline: What is the proposed project timeline? (when you want the purchase to be made or services to
begin)
5. Performance Measures: If applicable, set forth realistic and obtainable performance measures:
6. Budget: Provide maximum budget. Budget Index:
7. Detailed description on how you would like the vendors to present their proposed solutions. The more
specific you are here, the easier it will be to make an apples-to-apples comparison among vendors. Formats you
may want to consider are as follows: (1) A series of questions for vendor to answer with points assigned to
each question (e.g. provide evidence of efficacy of services at other universities; list performance measures
and expected improvements; etc.); (2) an excel spreadsheet containing detailing specifications or qualifications
that must be met or exceeded; or (3) submission of a work plan with very specific issues that must be
addressed. This is the “meat” of the RFP. Procurement will ensure general issues such as financial stability,
reference checks, cost etc. are in the RFP.
8. Evaluation Criteria: Please indicate what you would like to be the criteria to be applied to the proposals. AR
State guidelines mandate that price be at least 30% of the evaluation criteria. If you do not indicate otherwise
the follow with be used: Experience with Like Projects/References (25%) the proposals will be judged Determine
total points and weights for different sections of the proposal; Financial stability of Proposer (10%); Quality of
proposed solution (35%); and cost (30%).
Requestor’s Signature:
Supervisor’s Signature:
Procurement Use Only: Received: 1
st
draft sent/rcvd: Subsequent drafts sent/rcvd:
Final draft sent/rcvd:
Release date:
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Purchasing-Request To Initiate RFP

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Completed 22 March 2020

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