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Request For Information Request For Proposal Template for Hong Kong

A formal procurement document governed by Hong Kong law that combines both Request for Information (RFI) and Request for Proposal (RFP) elements. This document serves as a structured means of gathering detailed information and formal proposals from potential vendors or suppliers. It is designed to comply with Hong Kong's procurement regulations and common law principles, incorporating necessary provisions for data protection, competition law compliance, and confidentiality requirements. The document enables organizations to make informed decisions about potential suppliers while maintaining transparency and fairness in the procurement process.

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What is a Request For Information Request For Proposal?

The Request For Information Request For Proposal document is a crucial tool in formal procurement processes under Hong Kong jurisdiction. It is typically used when an organization needs to both gather market intelligence and receive detailed proposals from potential suppliers. This dual-purpose document helps streamline the procurement process by combining the initial information-gathering phase with the formal proposal stage. The document must comply with Hong Kong's legal framework, including the Competition Ordinance, Personal Data (Privacy) Ordinance, and Prevention of Bribery Ordinance. It is particularly valuable when organizations need to understand market capabilities while simultaneously seeking specific solutions or services. The document includes comprehensive sections covering technical requirements, pricing structures, evaluation criteria, and legal terms, all tailored to Hong Kong's business and legal environment.

What sections should be included in a Request For Information Request For Proposal?

1. Introduction: Overview of the organization and the purpose of the RFI/RFP

2. Project Overview: High-level description of the project, objectives, and expected outcomes

3. Scope of Work: Detailed description of the requirements, deliverables, and specifications

4. Timeline: Key dates including submission deadline, Q&A period, evaluation period, and project implementation schedule

5. Submission Requirements: Format, content, and structure requirements for responses

6. Evaluation Criteria: Detailed explanation of how responses will be evaluated and weighted

7. Terms and Conditions: Legal requirements, confidentiality provisions, and general terms governing the RFI/RFP process

8. Contact Information: Details of the point of contact for queries and submission

What sections are optional to include in a Request For Information Request For Proposal?

1. Pre-qualification Requirements: Used when specific certifications, licenses, or experience levels are mandatory for consideration

2. Site Visit Information: Include when physical inspection of facilities or locations is necessary for proposal preparation

3. Environmental Requirements: Include when specific environmental standards or green initiatives need to be addressed

4. Security Requirements: Used when the project involves handling sensitive data or requires specific security clearances

5. Local Content Requirements: Include when there are specific requirements for local business participation or local content

6. Innovation Section: Used when seeking alternative or innovative solutions beyond the base requirements

7. Pricing Structure Templates: Include when standardized pricing formats are required for comparison

What schedules should be included in a Request For Information Request For Proposal?

1. Schedule A - Technical Requirements: Detailed technical specifications and requirements

2. Schedule B - Response Templates: Standardized forms and templates for vendor responses

3. Schedule C - Pricing Schedule: Detailed breakdown of pricing requirements and formats

4. Schedule D - Service Level Requirements: Expected service levels and performance metrics

5. Appendix 1 - Non-Disclosure Agreement: Confidentiality agreement to be signed by respondents

6. Appendix 2 - Vendor Qualification Form: Standard form for vendor credentials and experience

7. Appendix 3 - Compliance Checklist: Checklist of mandatory requirements and compliance points

8. Appendix 4 - Draft Contract Terms: Preliminary contract terms that will govern the final agreement

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok成人版 | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Jurisdiction

Hong Kong

Document Type

Reference Letter

Cost

Free to use

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