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A Request For Information Request For Proposal (RFI/RFP) is your formal procurement tool for gathering market intelligence or soliciting detailed proposals from potential suppliers in Ireland. This document creates a structured framework that ensures compliance with EU procurement directives, Irish competition law, and data protection requirements while maintaining transparency throughout the procurement process.

When do you need this document?

You need an RFI/RFP when conducting formal procurement processes above EU thresholds, typically 鈧�139,000 for supplies and services or 鈧�5.35 million for works contracts. Use this document when you require market intelligence about available solutions, pricing structures, or supplier capabilities before making procurement decisions. It's essential for public sector organizations subject to the European Union (Award of Public Authority Contracts) Regulations 2016, and equally valuable for private sector organizations seeking structured supplier evaluation. You'll also need this when conducting multi-stage procurement processes, comparing complex technical solutions, or ensuring competitive tender processes that comply with Irish competition law.

Key legal considerations

Your RFI/RFP must comply with GDPR when collecting and processing supplier data, requiring clear data protection notices and lawful bases for processing. Include robust confidentiality clauses to protect both your organization's sensitive information and suppliers' proprietary data submitted during the process. Ensure evaluation criteria are transparent, non-discriminatory, and clearly weighted to comply with competition law requirements. Address intellectual property rights for any information or solutions shared during the process. Include appropriate disclaimer clauses limiting your liability while reserving the right to cancel or modify the procurement process. Consider conflict of interest provisions, particularly when using external consultants or advisors in the evaluation process.

Legal requirements in Ireland

Under Irish law, your RFI/RFP must comply with the European Union (Award of Public Authority Contracts) Regulations 2016 for public sector procurement above EU thresholds. Ensure your document includes minimum time limits for responses as specified in the regulations - typically 30 days for restricted procedures and 35 days for open procedures. Comply with Freedom of Information Act 2014 requirements for public sector procurements, including appropriate confidentiality markings for commercially sensitive information. Include clear references to applicable dispute resolution procedures and review mechanisms. For private sector procurement, ensure compliance with the Competition Act 2002 by avoiding anti-competitive practices and maintaining fair tender processes. Address data retention and deletion requirements under GDPR, particularly for unsuccessful supplier submissions.