Components of a Request for Proposal (RFP)

• Introduction or statement of objectives - the reason the RFP is being sent out.
• The specific services being sought - property management or other service.
• Required components of the proposal - what the property owner requires from the bidder.
• Evaluation criteria - the basis for making a decision.
• Submission procedures - how, when, where, and to whom the proposal should be submitted.

The RFP may include background information necessary to facilitate preparation of the proposal (e.g., identify a problem or pose a challenge). It may also indicate how information is to be presented (if a specific format is required). Particulars to be addressed in the submitted proposal - i.e., what the property owner or client requires from the bidder - usually include:

• WHAT the bidder proposes to do
• HOW it would be accomplished
• WHO will do the work, and
• HOW MUCH the work would cost (the management fee)

Information about the company's and/or the individual's qualifications to provide the proposed services is also required, sometimes in a separate request for qualifications (RFQ).

An example outline of an RFP for maintenance work is shown below:

SECTION 1 INSTRUCTION TO BIDDERS

1.0 Introduction
2.0 Bidder Qualifications
3.0 Pre-Bid Conference
4.0 Site Visitation
5.0 Submission of Bid Proposal
6.0 Contract Award
7.0 Insurance
8.0 Submittals
9.0 Enclosures: Bid Forms

SECTION 2 GENERAL REQUIREMENTS

1.0 General
2.0 Communication and Coordination
3.0 Safety Practices
4.0 Emergency Response
5.0 Prioritized Work

SECTION 3 TECHNICAL MAINTENANCE SPECIFICATIONS

1.0 General
2.0 Horticultural Services
3.0 Pesticide Management (I.P.M.)
4.0 Plant Replacement
5.0 Debris Removal
6.0 Owner Responsibilities
7.0 Equipment Responsibilities

SECTION 4 PLANT INVENTORIES

Plant Inventory
Seasonal Blooming Selections

SECTION 5 FREQUENCY CHART

Frequency Chart

EXHIBIT ‘A' SITE PLAN

Site Plan

Source: IREM publication, Business Strategies for Real Estate Management Companies © 2004

A sample RFP can be found in Forms & Tools.