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Request To Proposal

Request To Proposal Template for New Zealand

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Key Requirements PROMPT example:

Request To Proposal

"I need a Request for Proposal document for sourcing a new enterprise-wide IT system for our healthcare organization, with specific emphasis on data privacy compliance and integration with existing medical systems, to be issued by March 2025."

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Document background
The Request for Proposal (RFP) document is a crucial business tool used in New Zealand's commercial and public sector procurement processes. It is typically employed when organizations seek complex solutions, services, or products where price is not the sole determining factor. The document must comply with New Zealand's procurement legislation and guidelines, including the Government Procurement Rules 2019 and the Commerce Act 1986. RFPs are particularly valuable when organizations need to evaluate suppliers based on multiple criteria such as technical capability, experience, methodology, and value for money. This document type allows for a structured comparison of proposals while ensuring transparency and fairness in the procurement process. It includes detailed specifications, evaluation criteria, submission requirements, and terms and conditions, all tailored to meet New Zealand's legal and commercial requirements.
Suggested Sections

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

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

3. Background: Relevant context, current situation, and reason for the procurement

4. Scope of Work: Detailed description of the required products, services, or works

5. Timeline: Key dates including submission deadline, evaluation period, and project milestones

6. Submission Requirements: Format, content, and delivery instructions for proposals

7. Evaluation Criteria: Detailed breakdown of how proposals will be assessed and weighted

8. Terms and Conditions: Legal requirements, contract terms, and conditions of participation

9. Contact Information: Details of the procurement contact person and communication protocols

Optional Sections

1. Pre-qualification Requirements: Specific criteria that suppliers must meet to be eligible to submit a proposal

2. Site Visit Details: Information about site visits or briefing sessions, if physical inspection is required

3. Innovation and Alternatives: Section allowing suppliers to propose alternative solutions or innovative approaches

4. Sustainability Requirements: Environmental and social responsibility criteria, if relevant to the procurement

5. Local Content Requirements: Details of any local content or indigenous participation requirements

6. Transition and Implementation: Specific requirements for service transition or product implementation

7. Intellectual Property Rights: Specific requirements regarding IP ownership and usage rights

Suggested Schedules

1. Schedule 1 - Technical Specifications: Detailed technical requirements and specifications

2. Schedule 2 - Pricing Template: Standardized format for suppliers to submit their pricing

3. Schedule 3 - Response Templates: Standard forms and templates for supplier responses

4. Schedule 4 - Draft Contract: Proposed contract terms and conditions

5. Schedule 5 - Current State Assessment: Detailed information about current systems or processes

6. Appendix A - Compliance Checklist: Checklist for suppliers to confirm compliance with requirements

7. Appendix B - Reference Form: Template for supplier references

8. Appendix C - Non-Disclosure Agreement: Confidentiality agreement to be signed by suppliers

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
Clauses
Submission Requirements
Evaluation Process
Confidentiality
Intellectual Property
Liability and Indemnification
Conflict of Interest
Amendment and Withdrawal
Communication Protocols
Timeline and Deadlines
Compliance Requirements
Pricing and Payment
Terms and Conditions
Due Diligence
Insurance Requirements
Governing Law
Dispute Resolution
Force Majeure
Anti-Collusion
Sustainability and Environmental
Health and Safety
Data Protection and Privacy
Local Content Requirements
Contract Award Process
Termination Rights
Good Faith Obligations
Non-Binding Nature
Response Format
Evaluation Criteria
Clarification Process
Relevant Industries

Government and Public Sector

Information Technology

Construction and Infrastructure

Professional Services

Healthcare

Education

Manufacturing

Telecommunications

Financial Services

Energy and Utilities

Transportation and Logistics

Environmental Services

Defense and Security

Relevant Teams

Procurement

Legal

Finance

Operations

Risk and Compliance

Project Management Office

Technical Services

Supply Chain

Commercial

Strategy

Business Development

Relevant Roles

Procurement Manager

Project Manager

Commercial Manager

Contract Manager

Chief Financial Officer

Operations Director

Technical Director

Legal Counsel

Risk Manager

Compliance Officer

Category Manager

Supply Chain Manager

Bid Manager

Business Unit Head

Chief Executive Officer

Industries
Government Procurement Rules (2019): These rules set out the government's standards of good practice for procurement planning, approaching the market, and contracting. They ensure transparency and fair competition in the procurement process.
Commerce Act 1986: This Act promotes competition in markets and prohibits restrictive trade practices. It's relevant for ensuring the RFP process doesn't contain anti-competitive elements.
Contract and Commercial Law Act 2017: This Act governs contract formation, interpretation, and enforcement in New Zealand. It's crucial for ensuring the RFP terms are legally binding and enforceable.
Fair Trading Act 1986: This legislation prohibits misleading and deceptive conduct in trade. It ensures that all representations made in the RFP are accurate and not misleading.
Privacy Act 2020: This Act governs how personal information is collected, used, and disclosed. It's relevant when handling information from potential suppliers during the RFP process.
Official Information Act 1982: If the RFP is for a public sector organization, this Act is relevant for maintaining transparency and handling information requests about the procurement process.
Public Records Act 2005: For public sector RFPs, this Act requires proper record-keeping of the procurement process and related documentation.
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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