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IT Request For Proposal

IT Request For Proposal Template for Netherlands

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Key Requirements PROMPT example:

IT Request For Proposal

"I need an IT Request for Proposal under Dutch law for procuring a new cloud-based ERP system for our manufacturing company, with specific emphasis on GDPR compliance and integration with existing shop floor systems."

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Document background
The IT Request for Proposal (RFP) is a formal document used in the Netherlands when organizations seek to procure significant IT products, services, or solutions. It is particularly relevant when the procurement value exceeds certain thresholds under Dutch public procurement law or when organizations require a structured approach to vendor selection. The document must comply with Dutch legal requirements, including the Dutch Public Procurement Act 2012 (Aanbestedingswet) and EU directives. It typically includes detailed technical specifications, functional requirements, security standards, GDPR compliance requirements, and evaluation criteria. The RFP serves as the foundation for vendor selection and subsequent contract negotiations, making it essential for ensuring transparency, fair competition, and value for money in IT procurement processes.
Suggested Sections

1. Introduction: Overview of the organization and high-level purpose of the RFP

2. Administrative Information: RFP timeline, submission requirements, contact details, and process rules

3. Background: Detailed context of the organization's current situation and reason for the IT procurement

4. Scope of Requirements: Detailed description of the IT products/services being sought

5. Technical Requirements: Specific technical specifications, integration requirements, and performance standards

6. Functional Requirements: Business functionality requirements and user-facing features

7. Security Requirements: Security standards, compliance requirements, and data protection measures

8. Service Level Requirements: Expected service levels, availability, and performance metrics

9. Vendor Requirements: Qualification criteria, experience requirements, and certification needs

10. Commercial Requirements: Pricing structure, payment terms, and commercial model expectations

11. Evaluation Criteria: Detailed explanation of how proposals will be evaluated and weighted

12. Response Format: Required structure and format for vendor responses

Optional Sections

1. Implementation Requirements: For projects requiring significant implementation work, detailing rollout expectations and transition requirements

2. Training Requirements: When significant user or administrator training is needed as part of the solution

3. Data Migration Requirements: For projects involving transfer of data from existing systems

4. Integration Testing: When complex system integrations are involved, specifying testing requirements and acceptance criteria

5. Business Continuity Requirements: For mission-critical systems requiring specific disaster recovery and business continuity measures

6. Environmental Requirements: For projects with specific sustainability or environmental impact considerations

7. Innovation Section: When seeking vendors to propose innovative solutions beyond the basic requirements

8. Proof of Concept Requirements: When vendors need to demonstrate capability through POC before final selection

Suggested Schedules

1. Technical Specifications: Detailed technical requirements and specifications in structured format

2. Pricing Template: Standardized format for vendors to submit pricing information

3. Service Level Agreement Template: Proposed SLA structure and metrics

4. Response Templates: Structured templates for technical and commercial responses

5. Current System Architecture: Documentation of existing systems and architecture

6. Compliance Requirements: Detailed compliance and certification requirements

7. Draft Contract Terms: Proposed contract terms and conditions

8. Evaluation Matrix: Detailed scoring criteria and weightings

9. Project Timeline: Expected project milestones and delivery schedule

10. Data Processing Agreement Template: GDPR-compliant data processing agreement template

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Acceptance Criteria
Acceptance Tests
Applicable Law
Associated Services
Authorized Representative
Background IP
Business Day
Business Hours
Commercially Reasonable Efforts
Confidential Information
Contract
Data Protection Laws
Deliverables
Documentation
Effective Date
Force Majeure
GDPR
Implementation Plan
Intellectual Property Rights
Key Personnel
Maintenance Services
Milestone
Personal Data
Processing
Project Plan
Proposal
Response
RFP
Service Credits
Service Levels
Services
Software
Source Code
Specifications
Statement of Work
Support Services
System
Technical Requirements
Third-Party Materials
Updates
Upgrades
User
Vendor
Work Product
Clauses
Submission Requirements
Evaluation Process
Technical Requirements
Functional Requirements
Security Requirements
Data Protection
Service Levels
Performance Standards
Implementation Requirements
Acceptance Testing
Pricing and Payment
Intellectual Property
Confidentiality
Liability
Insurance
Compliance
Staff Qualifications
Documentation
Training
Maintenance and Support
Change Management
Dispute Resolution
Governing Law
Force Majeure
Termination
Warranties
Risk Allocation
Business Continuity
Audit Rights
Environmental Requirements
Integration Requirements
Quality Assurance
Reporting Requirements
Knowledge Transfer
Exit Management
Relevant Industries

Financial Services

Healthcare

Government

Education

Retail

Manufacturing

Technology

Telecommunications

Transportation

Energy

Professional Services

Non-profit

Insurance

Media and Entertainment

Construction

Relevant Teams

Information Technology

Procurement

Legal

Finance

Information Security

Risk and Compliance

Operations

Business Analysis

Project Management Office

Technical Architecture

Vendor Management

Strategy

Relevant Roles

Chief Information Officer

IT Procurement Manager

Technology Director

Project Manager

IT Manager

Procurement Specialist

Legal Counsel

Information Security Officer

Business Analyst

Technical Architect

Finance Director

Compliance Officer

Risk Manager

Vendor Manager

Solutions Architect

Operations Manager

Industries
Dutch Public Procurement Act 2012 (Aanbestedingswet): The main legislation governing public procurement in the Netherlands, including IT procurement. It implements EU procurement directives and sets rules for tender procedures.
EU General Data Protection Regulation (GDPR): Essential for IT contracts as it governs the processing of personal data, requiring specific clauses about data protection, processing agreements, and security measures.
Dutch Civil Code (Burgerlijk Wetboek): Contains fundamental contract law principles applicable to IT contracts, including formation, validity, and enforcement of contracts.
Dutch Telecommunications Act (Telecommunicatiewet): Relevant for IT services involving telecommunications and network infrastructure, including provisions about security and data transmission.
Dutch Corporate Governance Code: Contains guidelines for IT governance and risk management that might need to be reflected in the RFP requirements.
Working Conditions Act (Arbeidsomstandighedenwet): Relevant when IT services involve on-site work or staff transfers, covering health and safety requirements.
NEN-ISO/IEC 27001: Dutch implementation of international information security standards that might need to be referenced in IT security requirements.
European Electronic Communications Code: Relevant for IT services involving electronic communications, implementing EU directive 2018/1972.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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