Group 7

Response to
RFP

SUHAS HAJARE BA17ARC016

SONALI SAMAD BA17ARC055
 Introduction
● Response to RFP is written to indicate whether a company
or individual is interested in RFP that was sent to them.
● It is a formal means of communication that businesses
often use when requesting outsourced goods or services.
● The writer should compose the response on formal
letterhead and ensure that all details like experience,
resources and qualifications are clearly listed.
● Response to RFP should present company’s or individual’s
interest in the project and the best solution they can
provide according to the requirements set forth in the RFP
document.

“It's important for the response letter to demonstrate not only your interest
to the project but also the benefits your solution brings.’’
- Pascal PERRY
 Purpose
● The RFP will generally explain what the client hopes to accomplish with the project and
describes the problem that has to be solved. Often, the building is only part of the
solution. Response should be in a way that shows understanding of client’s problem.
● It indicate firm’s interest in the RFP received and acknowledgement of the deadline for
the proposal to be submitted.
● Remind the RFP issuer that the firm is interested in being kept informed about any
modification related to this project, i.e. the RFP document itself.
● The RFP response letter highlight the content of ancillary documents, namely firm’s
proposal, and specify the time for validity of offering, which, depends on organization,
may range from 30 to 90 days from the proposal due date.
● List the most important qualifications and benefits of both firm’s product and organization.
WHAT IT CONVEYS ?
Mandatory information often includes:

Project Principal Staff Experience

Team Experience Project

Understanding

Project Schedule Programming/Planning

Approach

Contact and
Personal Information References
 FORMAT
● Format outlines the jurisdiction requirements for
responding to the RFP.

● It can be a simple outline of a proposed Table of

Contents, or the jurisdiction may choose to detail the
manner in which each section should be organized
and in what order.

● Paper size and number of copies are often indicated

along with any special requirements regarding
photographs and other graphics.

● If the same information is being provided, but in

several different sections, firms may reference those
section pages in subsequence sections, rather than
re-listing the information. Any and all such references
must be clearly made.
 FORMAT
CONTENTS

Contoso Ltd.
1. Cover Letter and Signatures
A maximum one-page, dated Introductory Letter must be submitted including the legal
name of the respondent, address, telephone and fax numbers, and the name, title, and
signature of the person(s) authorized to submit the Proposal on behalf of the firm.

2. Table of Contents
A Table of Contents of the material contained in the Proposal should follow the Cover
Letter.
It indicates the content of the response and the sequence of order followed.

3. Executive Summary
The Executive Summary should contain an outline of general architectural and
business approach along with a brief summary of qualifications to engage in a
professional relationship with the project.
 4. Narrative

Provide a Comprehensive Narrative of the architectural, planning, and engineering services

offered by the firm. The narrative should include the following:

4.1. Experience
4.2. Personnel
4.3. Professional Fees
4.4. Change Order Data
4.5. Request for Information (RFI)
4.6. Design Process
4.7. Construction
4.8. Certifications
4.1 Experience
Present firm’s experience in projects completed which are similar
in size and complexity.

Include:

● Project location
● Project size (square feet) of the project
● Project scope
● Project completed construction value
● Project construction start and completion date
● Description of your firm’s role
● Method of construction
● Other relevant project information
● Project reference contact names and telephone
numbers.
4.2 Personnel
● Mention List of Architect(s) or other professionals in the firm
who would be involved in the design, bidding or construction
phases of either new or existing projects.

● Preferred consulting firm(s) used by the firm in the

following areas are to be mentioned
i. Structural Engineering
ii. Mechanical Engineering
iii. Civil Engineering
iv. Electrical Engineering
v. Technology
vi. Landscape Architect
[Link] Manager

● Specifically define the role of each person and outline his

or her individual experience.

● An organized chart graphically indicating staff and

structure of the proposed team (both in the field and in the
office) during the Pre-Construction and Construction
phases.
4.3 Professional Fees
● It includes providing an hourly rate fee schedule for
the types of service that the firm offers including:
○ a) new construction
○ b) remodel
○ c) modernization.

● It provides anticipated design percentage fees based

on construction costs.

● An overview of estimated costs to complete the firm’s

response to the requirements in the RFP. This
describes, in brief, pricing of various services.

● Unless stated separately, travel costs (if needed) are

assumed to be part of stated personnel costs.

● All fees shall include overhead, administrative costs

and margin.
4.4 Change Order Data
● A Change Order is an official process to adjust a
construction contract value, due to changes in the
scope of work.
● Provide Change Order data from five (5) most recent
similar works projects.
● Include original estimates of project costs and a brief
explanation of the change orders.

4.5 Request for Information (RFI)

● A request for information is a common business
process whose purpose is to collect written
information about the capabilities of various suppliers.
● Normally it follows a format that can be used for
comparative purposes.
● Provide RFI data from the most recent major similar
works projects.

.
4.6 Design Process
● Describe the approach to stated problem.
● Explain process and considerations for designing new
building on a existing site
● Present quality assurance in planning and specification
● Unique ideas and services provided by the firm should
be presented
● Mention tools used by the firm
● Coordination among design building team and the
workflow help understand client the process of
execution
● Define process of approval from different agencies
● Coordination with associated consultants for solving
the stated problem
4.7 Construction
● Lay out the contract schedule using milestones and
key dates. This will help the client visualize where
they’ll be in the future.
● Include relationship in the field with a construction
manager or general contractor.
● Include some assumptions and time estimates. Other
details to cover include:
○ Risks or potential problems
○ Location of the work or team (on-site, off-site)
○ Project staffing (by name or job title)

4.8 Certifications
● Certificates of Eligibilities
● Supporting documents and additional information
5. Signature Page and
Non-Collusion Affidavit

● Forms given in RFP must

be signed and included
with your RFP response.

● The original copies require

wet signatures on the
cover letter, signature page
and the non-collusion
affidavit. The non-collusion
affidavit does not need to
be notarized.
Tips for E ective
Response

Contoso Ltd.
 Do Research Be Concise Keep It Simple

● Understand the needs of ● Response should ● Use clear and simple

the organization that convey clear and precise language.
issued the RFP. information.
● The document should
● Research about both; ● Brief but comprehensive convey only one
the organization and its information to reduce meaning.
industry. This will also time and effort to
give a better perspective understand
on the scope of the
project.
 Get Started as Soon as
Stand-out Stick to the Format Possible
● Why should the issuer ● Most RFPs have a format ● Start writing the proposal
choose a firm over outlined, so follow that as as early as possible. This
everyone else should closely as possible. ensures enough time to
be answered in the ● If the RFP didn’t outline a research and edit before
response format for the response, the deadline.
then pick something that ● Waiting until the last
● By providing quality
is simple and minute usually leads to a
services and unique
professional. weak proposal. It also
solutions any firm can
● It should enhance the makes the entire process
get identified from the
content, not hinder it. more stressful than it
crowd.
needs to be.
 Proofread the Proposal Miscellaneous
● Proofread is crucial part of any
● Try to grasp what the RFP entails
response process. A drafted
response should be read multiple ● Review the components of the RFP
times to seek any correction
● Review the prospect’s requirements.
required.
● Respond to all questions poised. (Try
● Avoid careless mistakes, such as
making a checklist to refer back to.)
misspelling the company’s name.
● Create a proposal, respond to
● The person who proofreads the
objection and present proposal
proposal should not be the same
person who wrote it.
 Example:
[Link]

Table of Content Cover Letter Company Profile

Company Personnel
Previous Projects Team members
Project Proposal
Project Schedule Project Estimates Market survey
THANK YOU