RFP Module 1 flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Request for Proposal (RFP)

A formal solicitation that states an organization's requirements and invites vendors to propose solutions, pricing, and qualifications; used when the solution approach is not fully predetermined.

Request for Information (RFI)

An early-stage, non-binding solicitation used to gather market information, vendor capabilities, and solution options before drafting requirements or an RFP.

Request for Quotation (RFQ)

A price-focused solicitation for well-defined goods or services where requirements are fixed; vendors quote prices rather than propose alternative solutions.

RFP lifecycle stages

Needs identification, requirements definition, RFP drafting, issuance, clarification period, proposal receipt, evaluation, award, contract negotiation, and post-award review, in that order.

Weighted scoring model

An evaluation method where each criterion has a weight and proposals earn scores per criterion; the total is the sum of score multiplied by weight across all criteria.

Mandatory requirement

A pass/fail requirement that a proposal must satisfy to be considered; failing any mandatory requirement disqualifies the bid before scored evaluation begins.

Bid responsiveness

Conformance to the RFP's required format, forms, deadlines, and submission instructions; a non-responsive proposal may be rejected without substantive evaluation.

Addendum

A numbered, dated formal amendment to an RFP issued to all recipients; it can change requirements, dates, or criteria and must be acknowledged by bidders.

Clarification period

A defined window in which bidders submit written questions; answers are issued identically to all participants, often as an addendum, to preserve equal information.

Single point of contact

The designated RFP contact through whom all vendor communication flows; direct contact with other staff is typically prohibited and may cause disqualification.

Measurable requirement statement

A requirement written as a specific, verifiable criterion with a defined method of verification, rather than a vague adjective that cannot be objectively tested.

Functional vs non-functional requirements

Functional requirements describe what the solution must do; non-functional requirements cover performance, security, availability, compliance, and support qualities.

Scoring scale anchors

Written definitions for each point on an evaluation scale (for example 0 to 5) so that multiple evaluators apply the same standard consistently.

Consensus scoring

A process where evaluators discuss and reconcile divergent scores to reach an agreed score, reducing individual bias compared with simple averaging.

Best-value award

An award decision that weighs price and non-price factors together, selecting the proposal offering the greatest overall value rather than the lowest price.

Lowest-price award

A selection method based solely on price; appropriate only when requirements are fully commoditized and quality differences are negligible or fully specified.

Total cost of ownership (TCO)

The full lifecycle cost of a solution, including license or subscription, implementation, training, support, and exit or transition costs, not just first-year price.

Proof of capability

Evidence such as references, case studies, demonstrations, or pilot results used to verify vendor claims that cannot be confirmed from the written proposal alone.

Evaluation criteria definition timing

Criteria and their weights must be documented before proposals are opened; altering them after receipt undermines fairness and is a common audit finding.

Award rationale documentation

A written record linking evaluation scores to the published criteria and explaining the selection, supporting auditability and any debrief or protest process.

RFP governance roles

The RFP owner holds process accountability, the evaluation panel scores, procurement ensures fairness and rules, and the approver signs off on the award.

Vendor lock-in

Dependence on a supplier that makes switching costly; mitigated by data export rights, documented APIs, exit-assistance clauses, and ownership of data and configurations.

Incorporation by reference

A contract technique making the winning proposal's commitments legally binding by citing it in the contract rather than restating every commitment.

Service level agreement (SLA)

A contract element specifying measurable service targets, the measurement method, reporting cadence, and remedies or credits when targets are missed.

Vendor debrief

Structured feedback to unsuccessful bidders explaining their evaluation against published criteria, supporting transparency and reducing the basis for formal challenges.

RFP core sections

Background and purpose, scope, requirements, submission instructions, evaluation criteria and weights, timeline, terms and conditions, and required response forms.

Pre-proposal conference

An optional meeting or site visit for bidders; its questions and answers must be documented and issued to all bidders as an addendum.

Pre-issuance quality review

A consistency check confirming requirements align with evaluation criteria, weights sum correctly, dates are coherent, and all referenced forms are attached.

Vendor qualification screening

Assessment of financial stability, certifications, past performance, and capacity, performed before or during evaluation to avoid awarding to an incapable supplier.

Post-award contract management

Ongoing tracking of deliverables, milestones, invoices, and SLA performance against the agreed contract baseline, with scheduled evidence-based performance reviews.

Change control process

A documented procedure for scope changes after award, including impact assessment on cost, schedule, and risk, and formal approval before implementation.

Exit and transition planning

Agreeing at contract start how data will be returned, knowledge transferred, and services run in parallel so termination does not create a service gap.