The Request For Business Proposal (RFP) is a critical document used in Hong Kong's business environment when organizations seek to procure significant goods, services, or solutions through a formal, competitive process. It is particularly relevant when the procurement requires detailed technical specifications, complex service requirements, or substantial financial commitment. The document must comply with Hong Kong's legal framework, including the Competition Ordinance and Prevention of Bribery Ordinance, while incorporating international best practices in procurement. RFPs are typically used for high-value or strategic purchases where multiple criteria beyond price need to be evaluated, such as technical capability, experience, and methodology. The document provides a standardized format for receiving and evaluating proposals, ensuring fair competition and transparent decision-making.
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1. Introduction: Overview of the organization issuing the RFP and high-level purpose of the request
2. Project Overview: Detailed description of the project, business needs, and objectives to be achieved
3. Scope of Work: Detailed specifications of the products/services required and deliverables expected
4. Timeline: Key dates including proposal submission deadline, evaluation period, selection date, and project implementation schedule
5. Submission Requirements: Format, content, and structure requirements for proposal submissions
6. Evaluation Criteria: Detailed explanation of how proposals will be evaluated and weighted scoring criteria
7. Terms and Conditions: General terms governing the RFP process and subsequent contract
8. Contact Information: Details of the person(s) responsible for RFP communications and query handling
1. Pre-qualification Requirements: Specific criteria that bidders must meet to be eligible for consideration, used when specific certifications or qualifications are required
2. Budget Guidelines: Information about available budget or expected price range, included when organization wants to set financial expectations
3. Site Visit Information: Details about facility visits or physical inspections, included for projects requiring on-site assessment
4. Incumbent Information: Details about current service provider or existing solutions, included when relevant for transition planning
5. Sustainability Requirements: Environmental and social responsibility criteria, included when organization has specific sustainability goals
6. Innovation Opportunity: Section encouraging alternative or innovative solutions, included when organization is open to creative approaches
1. Schedule A - Technical Requirements: Detailed technical specifications and requirements
2. Schedule B - Pricing Template: Standardized format for price quotation and cost breakdown
3. Schedule C - Response Ƶ: Standard forms and formats for proposal responses
4. Schedule D - Draft Contract: Proposed terms and conditions for the final agreement
5. Appendix 1 - Current System/Process Documentation: Information about existing systems or processes relevant to the project
6. Appendix 2 - Service Level Requirements: Detailed performance metrics and service level expectations
7. Appendix 3 - Compliance Checklist: List of mandatory requirements and compliance points
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