RFP Outline

• Project Name:
• Description:
• Company Name:
• Website:
• Point of Contact:
• Telephone Number of PCP:
• Email Address of PCP:
• Last Day to Submit RFP Related Questions:
• RFP Submittal Date:
• RFP Award Date:

Section 1: Introduction and Organizations Background
Firstly, in your introduction, you are going to want to include background information about your company. Think products, or services you provide, your geographical footprint, and the number of locations. This is useful information for any vendor that is serious about working with your business.
Section 2: Vendor Information Request
Secondly, here you need to create clear and specific questions for the vendors. For example:

• References
• Past projects
• Current service customers
• Available resources
• Expertise
• Skills
• Any other pertinent information.

Section 3: Scope of Work
In this section, you are going to provide specific details about the project or service you need to be completed for a:
Interior or Exterior Service

• Location Listing
• Typical Location Square Footage
• Ceiling Height, Pole Height
• Typical Location Lighting Configuration (Fixture type, lamp type, lamp/fixture)
• Hours of Operation
• Frequency of Service (On-Demand or Scheduled)
• Third-Party Work Order Systems (Service Channel)
• Service Level Response Times

Helpful Hint: The service level response times defines the severity of the work order and are usually defined at 4 levels.
Emergency priority – Technician is dispatched to the store within (x) hours of the work order being assigned to Company
High priority – Technician is dispatched to the store within (x) hours of the work order being assigned to Company.
Medium priority – Technician is dispatched to the store within (x) hours of the work order being assigned to Company.
Low priority – Technician is dispatched to store within (x) hours
Interior or Exterior Led Retrofits

• Location Listing
• Typical Location Square Footage
• Ceiling Height, Pole Height
• Typical Location Lighting Configuration (Fixture type, lamp type, lamp/fixture)
• Hours of Operation
• Vendor to Provide Product and Installation
• Installation Only
• After Hour or Business Hour Installation
• Installation Timeframe

Section 4: Pricing Model
Thirdly, you are going to request specific costs associated with a project or service that needs to be completed by the vendor:
Interior or Exterior Service

• Location vs regional vs national pricing
• Electrician vs technician
• Overtime and holiday
• Trip charges
• Service Fees
• Van vs bucket truck
• Emergency rates

Helpful RFP Development for Services Hint: For interior service, a bucket truck is NOT needed.
Interior or Exterior Project

• Location vs regional vs national pricing
• Electrician vs technician
• Overtime and holiday
• Trip charges
• Van vs bucket truck
• Hourly vs per fixture rates

Helpful RFP Development for Services Hint: For exterior projects, bucket trucks ARE required. For interior projects, per fixture rates are more cost-effective.
Section 5: Time, Place, and Instructions for Submitting the Proposal
Fourthly, you are going to create a detailed schedule with deadlines for the RFP process. You don’t want every email inbox in your company inundated with proposals for the next couple months. Be as specific as you can, because you give an inch and they will take a mile.
Helpful RFP Development for Services Hint: Be sure to include a timeframe for when vendors can ask questions regarding the service or project if you leave this part out, expect calls, emails, and even in-person visits throughout the whole process (you will be inundated with communication requests).
Section 6: Evaluation Criteria
Lastly, this one is going to take some brainstorming. Create a list of criteria you feel a potential vendor needs to possess. You could include items like:

• Relevant experience
• Ability to ramp-up quickly to meet service or project deadlines
• Reporting capability
• Level of personal experience
• System capabilities
• And so on