The Formal Request for Proposal (RFP) is a critical procurement document used in Denmark when organizations, particularly public entities, seek to procure complex goods, services, or works through a structured competitive process. It must comply with the Danish Public Procurement Act (Udbudsloven) and EU procurement directives, which set specific requirements for transparency, fair competition, and equal treatment of bidders. The document is typically used for procurements above certain threshold values and requires detailed technical specifications, evaluation criteria, and procedural requirements. It forms the foundation for supplier selection and subsequent contract formation, making it essential for major procurement initiatives in both public and private sectors.
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Key Requirements PROMPT example:
Formal Request For Proposal
I need a Formal Request For Proposal for procuring a new cloud-based ERP system for a Danish municipality, complying with local government procurement rules, with a particular focus on data security and GDPR compliance requirements.
1. Introduction and Overview: General introduction to the contracting authority and high-level overview of the procurement need
2. Procurement Process Information: Details about the procurement procedure type, timeline, and key dates
3. Instructions to Bidders: Detailed instructions on how to prepare and submit proposals, including format requirements and submission deadline
4. Eligibility Requirements: Minimum qualification criteria and required certifications for bidders
5. Scope of Work: Detailed description of the required goods, services, or works
6. Technical Requirements: Specific technical specifications and standards that must be met
7. Commercial Requirements: Pricing structure, payment terms, and commercial conditions
8. Evaluation Criteria: Detailed explanation of how proposals will be evaluated and weighted scoring criteria
9. Terms and Conditions: Standard legal terms and conditions that will apply to the final contract
10. Submission Requirements: Specific requirements for proposal submission, including format, deadline, and delivery method
1. Site Visit Information: Details about site visits or physical inspections when relevant for construction or facility-based services
2. Sustainability Requirements: Specific environmental and sustainability criteria when relevant to the procurement
3. Innovation Partnership: Section for when the RFP includes potential for innovation partnership under EU procurement rules
4. Social Responsibility Requirements: Social value and responsibility criteria when relevant to the procurement
5. Subcontracting Requirements: Specific rules and requirements regarding subcontracting when relevant
6. Insurance Requirements: Detailed insurance requirements when specific coverage levels are needed
7. Security Requirements: Information security or physical security requirements for sensitive projects
1. Schedule A - Technical Specifications: Detailed technical specifications and requirements
2. Schedule B - Pricing Template: Standardized template for submission of pricing information
3. Schedule C - Response Templates: Standard forms and templates for technical and commercial responses
4. Schedule D - Draft Contract: Proposed contract terms and conditions
5. Schedule E - Compliance Matrix: Template for bidders to indicate compliance with requirements
6. Schedule F - Due Diligence Questionnaire: Standard questions regarding bidder's capability and capacity
7. Appendix 1 - Definitions: Detailed definitions of terms used in the RFP
8. Appendix 2 - Required Certifications: List and forms for required certifications
9. Appendix 3 - ESPD Form: European Single Procurement Document form for self-declarations
Authors
Relevant legal definitions
Clauses
Relevant Industries
Public Administration
Construction
Information Technology
Healthcare
Transportation
Energy
Telecommunications
Environmental Services
Professional Services
Manufacturing
Education
Defense
Infrastructure
Utilities
Relevant Teams
Procurement
Legal
Finance
Operations
Technical
Compliance
Risk Management
Supply Chain
Project Management
Commercial
Sustainability
Quality Assurance
Relevant Roles
Procurement Manager
Contract Manager
Legal Counsel
Technical Specialist
Project Manager
Category Manager
Bid Manager
Commercial Director
Chief Procurement Officer
Compliance Officer
Supply Chain Manager
Operations Director
Finance Manager
Risk Manager
Sustainability Officer
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