Request for Proposal Template

Inventory Control System

Lesley Wright
wright.lesley@islet.com
MGMT408 – December, 2021
 TABLE OF CONTENTS
1. INSTRUCTION TO BIDDERS...............................................................................................
1.1 General Description of Work.................................................................................................
1.2 What Must Be Included with Bid..........................................................................................
1.3. Schedule of Bid Period Activities.........................................................................................
1.4. Location of Work..................................................................................................................
1.5. Pre-bid Meeting....................................................................................................................
1.6. Owner Contact for Questions................................................................................................
1.7. Pre-Award Survey.................................................................................................................
1.8. Sealed Bid Requirements......................................................................................................
1.9. Basis for Bid Evaluation.......................................................................................................
1.10. Ethical Standard..................................................................................................................
1.11. Responsibility for Surety Bond...........................................................................................
1.12. Proposal Format..................................................................................................................
1.13. List of Bidders.....................................................................................................................
1.14. Letter of Acknowledgement...............................................................................................
2. DESCRIPTION OF WORK........................................................................................................
2.1. Engineering Contract............................................................................................................
3.5. List of Subcontractors...........................................................................................................
3.9. Notice of Conflict or Errors in Bid Documents....................................................................
3.10. Clarification of Bids............................................................................................................
3.11. Bidders Signature................................................................................................................
4. SPECIFICATIONS AND DRAWINGS..................................................................................
5. SPECIAL CONDITIONS........................................................................................................
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS..........................................
1. INSTRUCTION TO BIDDERS
1.1. General Description of Work
Islet Technologies is a market leader in the sale of diverse technology solutions and technology
consulting services. Islet is searching for contractors and suppliers to help develop a new
inventory management system. Below are the program's requirements:
 The application must be Windows and MAC compatible.
 Alternative applications for Tablets and Smartphone are required.
 The application must include a notification system that alerts the user when
the inventory for a particular product is low.
 The application must be able to visualize the entire inventories in graphs and
charts.
 The application must be capable of accurately placing re-orders for selected items.
 The chosen business needs to give free training to Islet staff.
 Tech assistance must be offered at no extra cost all day everyday.
 Testing and final assembly will be performed at the company’s Headquarters and
Storage facility in Circle Creek, CA.
 Following the issuance of the Statement of Work (SoW), the vendor is required to
pledge to keeping applicants engaged with the IT Division for the length of the
project.
 Any substitution must be agreed upon by both the IT Division and the vendor. The
IT Division can interview people for every collectively agreed alternative.
 The withdrawal of personnel on a regular basis while a SoW is in process will be
seen unfavorably by the IT Division and may preclude Islet from awarding future
projects to the bidder.
 As previously stated, it is critical for the bidder to guarantee skills in the areas of
work required by Islet.
 Attempting to contact unnamed independent contractors, third-party companies, or
associates will be seen unfavorably by the IT Division or might result in Islet not
giving future projects to the company.
 The IT Division will evaluate every candidate's program effectiveness.
1.2 What Must Be Included with Bid
 All bidders must present a link to their project portfolios and prototypes of of their
past work if available.
 Bidders must print a copy of the Software Development Associate (CSDA) or
contractor's Software Development Professional (CSDP) certification or both,
depending on the need for one.
 Bidders must include in their bids the development time estimates.
 The bid must include an estimated cost, with an itemized breakdown for
each milestone.
 Bidders must include include the RFP number in each bid.
1.3. Schedule of Bid Period Activities
 Any submissions should be delivered by December 31, 2021, at 11:59 p.m.
Eastern Time.
 All proposals received afterwards will be rejected.
  The bid selection and contract awarding process will begin on January 12, 2022.
 A pre-bid meeting will be held on December 15, 2020 at 1100 ET at
the Company's headquarters in Circle Creek, CA to respond to any inquiries.
1.4. Location of Work
During the project development phase, the vendor can operate remotely; nevertheless, the
site for testing, installing, and establishing the program is at the company headquarters in
the following address:
Islet Technologies
112 Circle Creek, CA 478432
(247)- 143 – 726-240
There will be many sites in the various firm subsidiaries, as well as a backup system unit
in addresses to be communicated upon the award of the contract.
1.5. Pre-bid Meeting
 A pre-bid meeting will be held on January 15, 2021, at Islet International's main
office.
 All possible bidders must attend the pre-bid meeting. 
 Bidders will be disqualified for failure to attend the pre-bid meeting.
1.6. Owner Contact for Questions
The l The RFP's point of contact ad for the RFP number (AP-015-12-2021) may be reached at:
Name: Steve Doe
Phone: (247)- 143 – 726-240, Ext: 132
Fax: (247)- 143 – 726-362
E-mail: wright.lesley@islet.com
Address: Islet Technologies
112 Circle Creek, CA 478432
Office of Ccontracts and Public affairs
1.7. Pre-Award Survey
Islet Technologies requires a demonstration and analytical expertise of candidates,
that include but are not confined to their equipment and facilities, as part of this
procedure. During the decision stage, the technical capabilities of the bidder will be
assessed.
1.8. Sealed Bid Requirements
Before the deadline, all bids must be personally delivered or mailed to the following address:
Islet Technologies
112 Circle Creek, CA 478432
Public affairs and Contracts Office
Attention: Mr. Wesley Wright
1.9. Basis for Bid Evaluation
 The vendor must be a corporate or commercial entity that specializes in new technologies
and has shown expertise in software creation, systems integration, and auditing.
 The received bids are evaluated based on the following criteria’s:
 The proposals received will be assessed using the following criteria:
 Functional specifications and capabilities 
 The application's user-friendliness
  Cost breakdown 
 Timeline for fulfillment
 References
1.10. Ethical Standard
 Following the submission of the Bid, neither the supplier nor the subcontractors
should engage the client for modifications and/or alterations. After the selecting is
concluded, the allocated POC will notify all bidders of the final determinations.
 No presents nor transactions that might influence the result of the screening process
shall be allowed to any of the persons involved. If a bidder engages in such acts, it
will be excluded.
 Th company should have been legally established and in xistnc for at least fiv years
before the opening date of this Request for proposal.
1.11. Responsibility for Surety Bond
 Bidders must provide a cheque for 30% of the bid amount as an assurance. The
cheque will be refunded to the bidder once the product has been supplied,
inspected, and executed and operated to Islet International's satisfaction.
 Losses and charges will be withdrawn from the Surety Bond in cas of displeasure,
unmet deadlines, delivery delays, or performance difficulties, at a rate to be
determined during the pre-bid session.
1.12. Proposal Format
 The client will not consider proposals that a more than 50 pages.
 Resumes and certifications for all project workers must be supplied.
 Every part must be as concise and straightforward as feasible.
 Schematic designs, details, as well as any documentation must be provided.
1.13. List of Bidders
A list of all other vendors and subcontractors that will also be invested in the development
must be provided in Appendix B.
1.14. Letter of Acknowledgement
The bid must contain an appreciation letter, which must be attached as Appendix A.
2. DESCRIPTION OF WORK
2.1. Engineering Contract
As stated under section 1.1, the Application must satisfy the following criteria:
 In the event that actual attendance is necessary for a specific transaction, the
vendor will be solely accountable for creating travel plans.
 Unwarranted tardiness in bringing workers on-site may be deemed justification for
contractual cancellation.
 The great majority of the job will be remotely controlled. It is possible that the
chosen resources will be required to do the task at the Islet headquarters or at a
specific regional office.
 In such cases, the vendor will be asked to also include associated travel charges as
component of the financial proposal for the particular TOR, and so this figure
 would be used to evaluate the most attractive option for Islet for the particular
project.
 The vendor will be directly answerable for submitting timely and correct invoicing
that include the SoW code, documentation description, applicable rate(s), and final
quantity and excluding Tax.
 An invoice must be given within 1 month of the completed job.
 Application must be PC and MAC interoperable.
 Application must include a mobile app for usage on mobile phones and tablets.
 Application must provide a notification mechanism that alerts the user when an
item's stock is low.
 The application must be capable of displaying the entire inventory in graphs and
charts.
 Application must be capable of automatically arranging re-orders for specified
products.
 The winning vendor must provide free training to operator and staff.
 Technical assistance has to be available 24 hours a day, seven days a week at no
extra charge.
 Final stage and fulfillment will take place at the company's headquarters and
facility in Circle Creek, CA.
3. PROPOSAL
3.1. Breakdown of Bid Price
All costs and expenses must be itemized and broken down.
3.2. Revision and Extra Work
It is not authorized to make changes to the initial bid pricing once bid is placed.
3.3. Escalation Formula
There is no escalation formula for this bid.
3.4. Scheduled Completion Dates
Bidders must offer a project timetable and comprehensive schedule.
3.5. List of Subcontractors
During the bidding process, a list of subcontractors must be submitted. After the selection
process is done, no subcontractor can be added.
3.6. Key Supplier or Contractor Personnel
 The proposal must include a list of all involved in decision making and their areas
of competence.
3.7. Length of Time Bid is Valid
As provided
3.8. List of Bid Document Addenda Reviewed by Bidder
Any addenda issued after the RFP is released will be distributed to all bidders.
3.9. Notice of Conflict or Errors in Bid Documents
 Any inconsistency or incorrectness in bid documents must be addressed to Islet
Technologies in advance of the commencement of the contract.
 3.10. Clarification of Bids
 Any offers have to be as detailed as feasible with all essential and needed data;
however, a blank space in any area is allocated for the bidder to indicate any
desired clarification.
3.11. Bidders Signature
 The proposal must be signed and dated in black ink by all bidders. No electronic
signatures will be acknowledged.
4. SPECIFICATIONS AND DRAWINGS
 See also Subsection 1.1.
5. SPECIAL CONDITIONS
 There are no setbacks allowed in this deal. The only exception is if the delay is
caused by force majeure. If the latency is the consequence of human mistake or
carelessness, the vendor is accountable for the monetary damages associated with
the application's delayed filing.
 Such possibilities comprise, but are not confined to pre-existing structural
vulnerability that causes greater and further harm as a result of an earthquake, a
tornado, a hurricane, flooding, and/or any other catastrophic event.
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
 Islet Technologies has the right to make changes to the software requirements at
any time throughout the project. Any significant revisions will allow the bidder to
renegotiate the software's ultimate price.
 Islet International will receive a weekly progress report, as well as a
Supplier/bidder list as Appendix A and B.
 Every bidder must supply three professional testimonials.