If you’re a Learning & Development, HR, or business manager who needs to outsource your Learning Management System (LMS) or content development to a third-party provider, you’ll need a watertight and focused Request for Proposal (RFP).
An RFP, which is generally referred to as a tender, a bid, or simply a procurement document, is similar to an RFQ (Request for Quote) or an RFI (Request for Information). With an RFP, however, you’ll be asking for more detailed information.
At New Leaf Technologies, we’ve combined our years of experience to craft custom-made RFPs for the eLearning industry. We are inviting managers in this orbit to learn more about how using a tried-and-tested RFP template will ensure you get the service provider for your needs.
How a Customised RFP Template Streamlines the Process
If you want to procure content development or LMS services, it’s important that your RFP is customised for the industry. This means it should contain all the information necessary for the bidder while also considering your internal needs and purpose for issuing the tender.
An effective RFP is a detailed procurement document with a clearly defined structure that minimises the chances of error or misinterpretation while facilitating easy decision-making for both parties. By sticking to the structure and leaving nothing to guesswork, our RFP templates provide clarity, efficiency, transparency, standardisation, legal protection, and enhanced communication throughout the tender bid process. Having a clearly structured RFP will make a big difference in the quality and quantity of proposals you receive.
Using a New Leaf Technologies RFP template saves you a lot of time and effort. Simply choose one of our pre-designed templates—either for LMS services or content development—and be assured that we’ve covered all the essential elements to help you align your RFP with your business objectives.
The Important Information Required of Bidders
Below is the structure and information our templates follow in order to ensure you find the best supplier with your RFP.
Expression of Interest (EOI): The bidder expresses interest in the project. They provide information on the company’s skills, experience, and how it would deliver the proposed service.
Invitation to Tender: A summary of your tender bid that outlines the project, tendering process, and submission deadlines.
Abbreviations and Definitions: Explain terms, acronyms and abbreviations relevant to the tender.
Overview of Company: The bidder will provide detailed information about their company, including history, company objectives, and relevant experience.
Background and Purpose: The reason for issuing the RFP and the company’s needs as they relate to content development or implementing an LMS.
Scope of Work: Bidders will specify their requirements, objectives, and a detailed description of the services and deliverables they will provide. These will differ based on the RFP type. For content development, the scope of work includes course/content, format, number of pages and words, and design requirements. For LMS, it includes the required functionality of the LMS and whether it’s mandatory or optional.
Deliverables: The key deliverables and outputs expected from the supplier.
Required Competencies: These are the competencies you would expect from the supplier, such as skill level, knowledge, technical proficiency, and experience.
Technical Evaluation Criteria: Theseact as an RFP evaluation guide for deciding which vendor’s proposal is the best fit for your organisation. They include the item, a description, and points allocation.
Preference and Financial Valuation: These include financial evaluation criteria, including B-BBEE requirements.
Costing: A comprehensive price matrix, including cost per item, VAT, the total price, capital costs, and operational costs.
Objective Criteria and Risk Analysis: The project’s objectives and qualifying criteria, such as the tenderer’s tax compliance, due diligence, and conflicts of interest.
Terms of the Contract: This is the Service level agreement (SLA), and forms the contractual basis for the delivery of the service as well as how performance will be measured.
General Mandatory Conditions: Statutory compliance documentation that supports the legal framework within which the supplier’s business operates.
Submission Requirements: An outline of where, how, and when the proposals must be submitted.
FICA and Compliance Checks: This covers the Financial Intelligence Centre Act (FICA) and Know Your Customer (KYC) documents for identifying and verifying a client’s identity.
Protection of Personal Information: Your data protection policies and procedures, and request for the bidder’s consent to process their personal information as per the POPI Act.
Getting Ready to Publish Your Tender Document
Once the template has been completed and you’ve gone through the checklist, you’ll publish it on your website or via industry-specific channels. Once you start receiving proposals, you’ll use the evaluation criteria to assess the bids. This process may involve rounds of negotiation or clarification to ensure the best fit for your project.
How can we help you with the tender process?
If you require assistance during the tender process, our team at New Leaf Technologies is here to help. Contact sales@newleaftech.co.za for guidance on using our templates and understanding the tender process or if you’d like us to place a bid on your tender.
