RFP Module 6 flashcards
RFP Module 6 · Build recall with a focused review session.
32 cards. Read the term and the definition here. The deck at the top of this page is optional.
- Capstone deliverable set
- The RFP Capstone typically requires three artefacts: a written RFP document, an evaluation and scoring instrument, and an oral defence. Each is scored against separate weighted criteria.
- Six mandatory RFP elements
- Need, scope, mandatory requirements, weighted evaluation criteria, submission instructions, and contract terms. A defensible RFP contains all six before release to bidders.
- Weighted score formula
- Total score equals the sum of each criterion weight multiplied by the evaluator score for that criterion. Weights must sum to one hundred percent before evaluation starts.
- Mandatory versus scored requirement
- Mandatory requirements are pass or fail and are checked first. A bid failing any mandatory requirement is excluded and never enters the weighted scoring stage.
- Addendum rule
- Any change to an RFP after release is issued as a numbered, dated addendum sent to all bidders at the same time. Bidders acknowledge addenda in their submission.
- Consolidated clarification answers
- All bidder questions and the buyer's answers are published together to every bidder. Unequal disclosure of clarification information is a standard ground for protest.
- Lowest compliant price model
- An evaluation model that awards to the lowest-priced bid that passes all mandatory requirements. It suits commodity purchases where quality differences are immaterial.
- Best value evaluation model
- A weighted model combining quality and price scores. The RFP must declare the quality and price weights before bids are received so bidders can price their response.
- Quality-price weight inverse
- Quality weight plus price weight equals one hundred percent. Raising the quality weight lowers the price weight by the same amount, so a stated split fixes both numbers.
- Consensus scoring process
- Evaluators score independently first, then reconcile differences in a moderation meeting. The reconciled score and the reason for divergence are recorded in the evaluation report.
- Conflict of interest declaration
- Every evaluator signs a conflict declaration before seeing any bid. An undeclared conflict invalidates that evaluator's scores and may require re-evaluation.
- Bid security versus performance security
- Bid security protects the buyer if a bidder withdraws before award. Performance security protects against supplier default after award. They are separate instruments with different triggers.
- Risk allocation principle
- Risk should sit with the party best able to control it. Liquidated damages, indemnities, and retention are the contractual mechanisms that transfer risk to the supplier.
- Award recommendation contents
- The recommendation names the winning bidder and score, lists rejected bids with the specific failed requirement identifiers, and discloses any reservations attached to the award.
- Debriefing disclosure limits
- Unsuccessful bidders learn their own scores and the winner's total score. They do not receive other bidders' confidential commercial details or competitor pricing breakdowns.
- Segregation of duties in RFP
- The requester defines need, procurement runs the process, the panel scores, and the approver signs. No individual should hold two of these roles in one procurement.
- Single point of contact rule
- All bidder communication during a live RFP flows through the nominated contact. Direct contact between a bidder and an evaluator is a disqualification trigger.
- Governance gate reviews
- Formal checkpoints at requirement sign-off, RFP release, evaluation close, and award. Each gate has named entry and exit criteria and a recorded decision.
- Unique requirement identifiers
- Every requirement carries a unique ID so bidders respond line by line and evaluators trace compliance to a specific clause. Identifiers also anchor rejection reasons.
- Measurable statement of work
- Requirements must be testable. A response time of four business hours is measurable; a phrase such as respond quickly cannot be scored or enforced.
- Late bid default rule
- A bid received after the published deadline is rejected unless the RFP explicitly permits a documented exception. The default position is rejection without evaluation.
- Fixed price versus time and materials
- Fixed price suits stable, well-defined scope. Time and materials suits uncertain volume. The RFP must state which contract type applies before bidding.
- Deviations schedule
- A bidder's list of departures from the attached terms and conditions. The evaluation panel prices the risk of each deviation rather than negotiating after award.
- Approval threshold tiering
- Approval authority is tiered by contract value. The candidate must identify the correct approval tier for the value in question rather than quoting a fixed currency figure.
- Evaluation report contemporaneity
- Scores are recorded during the scoring meeting, not reconstructed after the decision. Verbal scoring that is not written down is treated as not performed.
- Standstill period
- A pause between award notification and contract signature that allows unsuccessful bidders to challenge. The capstone timeline must include it before go-live dates.
- Scope freeze before weighting
- Requirements are finalised before evaluation weights are set. Adding scope afterwards breaks the link between the stated need and the scoring model.
- Mandatory versus desirable split
- True mandatory items are limited to pass or fail essentials. Everything else becomes a scored desirable requirement, which widens the supplier pool and preserves differentiation.
- Undisclosed sub-criteria risk
- Introducing scoring factors not published in the RFP lets evaluators apply hidden criteria. The full scoring breakdown must be released with the RFP.
- Exit and handover clause
- A contract clause requiring the outgoing supplier to transfer data, knowledge, and services to a successor. Without it, the incumbent's departure is unmanaged.
- Post-award variation control
- Scope changes after award need a formal variation with re-priced cost and schedule impact. Verbal instructions and informal changes are audit findings.
- Defence risk register
- In the capstone defence, each top risk is stated with likelihood, impact, named owner, and mitigation. A risk without an owner is treated as unmanaged.