Guide · Procurement
A vendor-neutral RFP requirements template for facility booking and permitting
The most common way a competitive solicitation quietly becomes a single-source one is a requirements document assembled from one vendor's feature list. This template is structured the other way round: it describes your policy, your portfolio and your obligations, and asks vendors to show how they meet them.
Adapt it freely. It is deliberately written so that we could lose a competitive process run against it, which is the only way a template like this is worth anything.
What is in it
Contents
- How to describe your portfolio so vendors cannot scope around it
- Fee schedule and rate class requirements, written as policy
- Compliance conditions: insurance, deposits, waivers, screening
- Approval delegation and routing, described as authority rather than workflow
- Registration, memberships and ticketing, where applicable
- Integration requirements that distinguish production from possible
- Security and data residency requirements, including what a vendor does not hold
- Accessibility requirements that ask for a conformance report as a deliverable
- Implementation, training and go-live scheduling around your season
- Commercial requirements: escalators, metering, exit and total cost
- Evaluation criteria that reward disclosure
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