IT Project Request for Proposal

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Quick Summary
A detailed, boilerplate template for an IT Request for Proposal (RFP) submitted by an Australian IT project manager. Color-coding separates pre-approved legalese from project-specific clauses, and File Properties are used as text fields to automatically include some high level project information and contacts.

What this is

A template for an IT Request for Proposal (RFP) submitted by Australian IT project manager Henry Gillard. This template "contains very little which is specific to the actual Request—most of it is 'detailed boilerplate." It is presented here exactly as submitted, complete with template revision history. The template uses color-coding to differentiate standard clauses from project-specific text, and incorporates File Properties as text fields to automate the inclusion of some high level information.

Why it's useful

"By keeping the business requirements separate—as an appendix to the RFP itself—I ensure that 'legal' is not distracted by the business side, and that the business people are not distracted by the legalese. 'Legal' signs off the RFP, and 'the business' signs off the Requirements Spec.

"When I take on a contract, one of the first things I do if the organisation doesn't have its own RFP template (or doesn't have a decent one) is to get my template reviewed and signed off by 'legal.' That can take time, and by starting it up-front, I keep it off the critical path.

"The attached template is the version I customised a couple of months ago for [my last employer] when I joined them. That is now [their] 'template' RFP."

How to use it

Review the template for form, layout, and language choices that may be applicable to your organization and locality. You will probably want to add your company logo, headers and footers, confidential and proprietary notices, etc.

Once the boilerplate text is updated, have your company legal resources review and approve that standard text. Once approved the boilerplate should not be altered without legal review. Divorcing legalese from the business requirements of the RFP should significantly speed up your RFP approvals.

To use your new boilerplate RFP template on a project, see the instructions on the title page.

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