RFP Module 1 key terms

A formal document issued by a buyer that describes a need and invites suppliers to submit competing offers describing how they would meet it, at what price, and under what terms.

A document that specifies the scope, deliverables, schedule, and acceptance conditions of the work to be performed, often attached to or referenced by an RFP.

The agreed boundary of what is included in a project or contract, describing the tasks, outputs, and responsibilities the supplier must undertake and those explicitly excluded.

The stated needs and conditions a proposed solution must satisfy, typically expressed as mandatory or desirable features that evaluators check against each bid.

A condition that a bid must meet to be considered at all; failure to satisfy it usually results in disqualification regardless of the offer's other strengths or price.

A feature or capability that is preferred but not essential, typically scored rather than pass/fail, so suppliers can differentiate themselves by how well they meet it.

The published factors, such as technical quality, experience, price, and delivery approach, against which bids are assessed and compared to select a preferred supplier.

The percentage or points allocated to each evaluation criterion to reflect its relative importance, so that scores from different criteria can be combined into a comparable total.

The process of assigning numeric values to a bid against each evaluation criterion, usually using a defined scale, to produce a transparent and comparable assessment.

A grid that sets out criteria, weights, and score scales in one place, used by evaluators to record judgments consistently and to calculate weighted totals for each bid.

A table mapping each requirement in the RFP to the place in the bid where it is addressed, letting evaluators confirm that every requirement has been answered.

The group of people appointed to assess bids against the published criteria, usually combining technical, commercial, and sometimes legal or user expertise.

A situation where a person involved in drafting or evaluating an RFP has a personal, financial, or other interest that could bias their judgment, and which must be declared and managed.

The principle of conducting procurement honestly, fairly, and transparently, with documented decisions and equal treatment of suppliers, so the process can withstand scrutiny.

The practice of publishing the process, criteria, timetable, and rules in advance so that all suppliers understand how decisions will be made and can plan accordingly.

The obligation to apply the same rules, information, and deadlines to every bidder, without giving any supplier an unfair advantage or disadvantage.

A formal question from a bidder about the RFP and the buyer's published answer, shared with all bidders where appropriate so that everyone works from the same information.

A formal written change or addition to the RFP issued before the closing date, which becomes part of the solicitation and may extend deadlines or alter requirements.

A meeting, often called a pre-proposal or pre-bid conference, where the buyer explains the requirement and answers questions, with responses recorded and shared with all bidders.

The deadline by which bids must be submitted, after which late submissions are normally rejected, and which may be extended by an addendum.

A proposal received after the closing date and time, which is typically rejected unopened to protect fairness and the integrity of the process.

The act of delivering a bid in the required format and channel by the deadline, including any mandatory forms, signatures, and copies specified in the RFP.

A supplier's formal offer in response to an RFP, setting out the proposed solution, price, and terms, which if accepted may form a binding contract.

The written response a supplier submits to an RFP, usually combining a technical section describing the solution with a commercial section covering price and terms.

The part of a bid that explains how the supplier would meet the requirements, covering methodology, staffing, experience, and quality, usually assessed before price is considered.

The part of a bid that states prices, cost breakdowns, and payment terms, evaluated against the published pricing rules and often kept sealed until technical evaluation is complete.

A submission method where technical and financial proposals are submitted separately, with the financial envelope opened only after technical evaluation, to prevent price from influencing technical judgment.

A bid submitted in a closed format so its contents cannot be seen until a formal opening, used to protect confidentiality and prevent tampering or early disclosure.

The formal, often public, session at which sealed bids are opened and basic details such as bidder identity and price are recorded.

A financial guarantee, such as a bond or deposit, submitted with a bid to deter withdrawal or non-compliance and forfeited if the bidder fails to honour its offer.

A guarantee provided by a contractor, usually through a bank or insurer, that compensates the buyer if the contractor fails to perform its contractual obligations.

The formal decision to accept a particular bid and enter into a contract with that supplier, usually notified in writing after evaluation and any required approvals.

Feedback given to unsuccessful bidders after award, explaining how their bid performed against the criteria without revealing confidential details of competing bids.

The exclusion of a bid from further consideration, typically for missing a mandatory requirement, submitting late, or breaching a stated rule of the process.

The legally binding agreement formed when a bid is accepted, setting out the obligations, prices, deliverables, and remedies that govern the supplier's work.

The standard clauses in the RFP or contract covering liability, payment, termination, warranties, and dispute resolution, which bidders may be asked to accept or comment on.

A specific, identifiable output or result that the supplier must produce and hand over, usually with a defined due date and acceptance standard.

A defined point in a project schedule marking completion of a stage or deliverable, often linked to payment or to a formal review by the buyer.

The measurable conditions a deliverable must meet for the buyer to accept it, ideally agreed before work starts so that completion can be judged objectively.

Work, features, or responsibilities explicitly excluded from the agreement, stated to prevent later disputes about whether they were expected.