The Procurement Request For Proposal (RFP) is a critical business document used in Hong Kong when organizations seek to procure significant goods, services, or works through a formal, competitive process. It is particularly relevant when the procurement requires detailed technical specifications, complex evaluation criteria, or involves substantial financial commitment. The document must comply with Hong Kong's legal framework, including the Competition Ordinance and Prevention of Bribery Ordinance, while following international best practices in procurement. It serves as both a solicitation tool and a legal framework for the procurement process, typically used for high-value or strategically important purchases where price is not the only consideration. The RFP outlines specific requirements, evaluation methodology, and terms that will govern both the bidding process and the subsequent contractual relationship.
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1. 1. Introduction: Overview of the organization and the purpose of the RFP
2. 2. Background: Detailed context of the procurement need, current situation, and objectives
3. 3. Definitions and Interpretation: Clear definitions of key terms and interpretation rules used throughout the RFP
4. 4. Scope of Requirements: Detailed specifications of goods/services required, including technical requirements and deliverables
5. 5. Timeline and Key Dates: Schedule of the RFP process, including submission deadline, evaluation period, and implementation timeline
6. 6. Submission Requirements: Detailed instructions for proposal submission, including format, content requirements, and delivery method
7. 7. Evaluation Criteria: Transparent explanation of how proposals will be evaluated and weighted
8. 8. Terms and Conditions: General terms governing the RFP process and subsequent contract
9. 9. Contact Information and Communications: Details of procurement contact person and rules for communication during the RFP process
10. 10. Compliance Requirements: Mandatory regulatory and policy requirements that must be met by bidders
1. Pre-qualification Requirements: Used when specific qualifications or certifications are required to bid
2. Site Visit Requirements: Include when physical inspection of facilities or location is necessary
3. Environmental Requirements: Include when environmental impact and sustainability are key considerations
4. Local Content Requirements: Used when local sourcing or content requirements apply
5. Security Requirements: Include for projects involving sensitive information or security concerns
6. Innovation Proposal: Used when seeking alternative or innovative solutions
7. Consortium Guidelines: Include when joint ventures or consortium bids are permitted
8. Transition Requirements: Used when transitioning from existing supplier arrangements
1. Schedule A - Technical Specifications: Detailed technical requirements and specifications
2. Schedule B - Pricing Template: Standardized format for price submission
3. Schedule C - Service Level Requirements: Performance metrics and service levels expected
4. Schedule D - Response Templates: Standard templates for technical and commercial responses
5. Schedule E - Draft Contract Terms: Proposed terms and conditions for the final contract
6. Schedule F - Compliance Checklist: Checklist of mandatory requirements and submissions
7. Appendix 1 - Company Information Form: Template for bidder company information
8. Appendix 2 - Reference Project Form: Template for submitting relevant past project experience
9. Appendix 3 - Non-Disclosure Agreement: Confidentiality agreement for participating bidders
10. Appendix 4 - Declaration Forms: Required declarations including non-collusion and conflict of interest
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