Request for proposal clause: Copy, customize, and use instantly
Introduction
A Request for Proposal (RFP) clause outlines the procedures, terms, and conditions for submitting and evaluating proposals under an agreement. It provides clarity on how a company can request proposals for services, products, or projects, ensuring transparency, fairness, and compliance with the established process.
Below are templates for RFP clauses tailored to different scenarios. Copy, customize, and insert them into your agreement.
Standard RFP clause
This version includes basic terms for the RFP process.
The [Company] agrees to submit a Request for Proposal (RFP) to the [Vendor] in accordance with the procedures outlined in [Schedule X]. The [Company] will provide detailed instructions, requirements, and deadlines for the proposal submission. Proposals will be evaluated based on the criteria specified in the RFP.
RFP clause with evaluation criteria
This version includes evaluation criteria for the RFP.
The [Company] shall evaluate all proposals received in response to the RFP based on the following criteria: [list evaluation criteria, such as price, experience, quality, delivery time, etc.]. Proposals will be scored based on these factors, and the selected proposal will be the one that best meets the needs of the [Company].
RFP clause with proposal submission deadline
This version includes a deadline for proposal submission.
All proposals in response to the RFP must be submitted by [Date]. Late submissions will not be considered. The [Company] reserves the right to extend the submission deadline or cancel the RFP process at any time.
RFP clause with clarification of submission requirements
This version clarifies the submission requirements.
The [Company] requires all proposals to be submitted electronically via [email/portal] and include the following documentation: [list required documents, such as a cover letter, detailed proposal, proof of qualifications, etc.]. Failure to submit the required documents may result in the proposal being disqualified.
RFP clause with confidentiality requirement
This version includes a confidentiality requirement for the RFP.
All parties involved in the RFP process must adhere to strict confidentiality regarding the proposals submitted and the details of the RFP. The [Company] agrees to treat all proposals as confidential and will not disclose any proprietary or sensitive information to third parties without prior consent from the submitting vendors.
RFP clause with vendor presentation
This version includes vendor presentations.
Following the submission of proposals, selected vendors may be invited to present their proposals in person or via video conference. Presentations will allow vendors to clarify their proposals and answer any questions the [Company] may have. The date, time, and format of the presentation will be determined by the [Company].
RFP clause with right to negotiate
This version includes a right to negotiate.
The [Company] reserves the right to negotiate the terms of the proposal with the selected vendor(s) prior to finalizing the contract. The [Company] may seek to adjust pricing, timelines, or other elements of the proposal to ensure the best value for the project.
RFP clause with option for multiple awards
This version includes an option for multiple awards.
The [Company] reserves the right to make multiple awards based on the RFP responses. The [Company] may choose to award different vendors for different parts of the project or service if it is determined to be in the best interest of the project.
RFP clause with vendor qualifications
This version includes vendor qualifications.
The [Company] requires that all vendors submitting proposals meet the minimum qualifications outlined in [Schedule X]. Proposals from vendors who do not meet these qualifications will not be considered.
RFP clause with rejection of late proposals
This version includes rejection of late proposals.
Proposals received after the submission deadline will be automatically rejected. No exceptions will be made, and the [Company] will not consider late proposals under any circumstances.
RFP clause with dispute resolution process
This version includes a dispute resolution process.
In the event of a dispute arising from the RFP process, the [Company] and the vendor(s) involved will attempt to resolve the dispute through informal discussions. If the dispute cannot be resolved informally, both parties agree to submit the matter to mediation or arbitration, as outlined in [Schedule X].
RFP clause with proposal validity period
This version includes a proposal validity period.
Proposals submitted in response to the RFP must remain valid for a period of [X] days from the submission deadline. During this period, the [Company] may request clarifications or modifications to the proposal.
RFP clause with modification or withdrawal of proposals
This version includes modification or withdrawal of proposals.
The [Company] allows vendors to modify or withdraw their proposals before the submission deadline. Any modifications or withdrawals must be submitted in writing to the [Company] prior to the deadline.
RFP clause with no obligation to award contract
This version includes no obligation to award the contract.
The [Company] reserves the right to accept or reject any or all proposals submitted in response to the RFP. The submission of a proposal does not obligate the [Company] to award a contract or enter into negotiations with any vendor.
RFP clause with feedback provision
This version includes a feedback provision.
Upon request, the [Company] will provide feedback to vendors whose proposals were not selected. The feedback will include general reasons for the rejection and suggestions for improvement in future RFP processes.
RFP clause with vendor compliance with terms
This version includes compliance with terms.
By submitting a proposal, the vendor agrees to comply with the terms and conditions outlined in the RFP and any additional terms that may be negotiated. The vendor acknowledges that failure to comply with these terms may result in disqualification from the RFP process.
RFP clause with optional addenda
This version includes optional addenda.
The [Company] may issue addenda to the RFP to clarify, modify, or update the requirements. Any such addenda will be posted to [website/email] and will be considered part of the original RFP. All vendors are responsible for reviewing the addenda before submitting proposals.
RFP clause with rejection of incomplete proposals
This version includes rejection of incomplete proposals.
Proposals that are incomplete or do not meet the submission requirements as outlined in the RFP will be rejected. The [Company] will not consider proposals that fail to provide the necessary documentation or information as specified in the RFP.
RFP clause with requirements for references
This version includes requirements for references.
The [Company] requires all vendors to submit at least [X] professional references with their proposals. These references should be relevant to the vendor's ability to perform the work required under the contract and must be submitted by the proposal submission deadline.
RFP clause with vendor’s responsibility for proposal costs
This version includes vendor responsibility for proposal costs.
The [Company] will not reimburse vendors for any costs associated with the preparation and submission of proposals, including travel expenses, materials, or any other costs incurred during the RFP process.
RFP clause with vendor compliance with project standards
This version includes vendor compliance with project standards.
The [Company] requires that all vendors comply with the project standards outlined in the RFP and any additional requirements specified in the final agreement. Non-compliance with these standards may result in disqualification from the RFP process.
RFP clause with vendor qualifications submission
This version includes vendor qualifications submission.
Each vendor must submit detailed documentation outlining their qualifications and experience relevant to the project. This information will be used to assess the vendor’s ability to fulfill the requirements of the RFP.
RFP clause with financial stability assessment
This version includes a financial stability assessment.
As part of the RFP submission, vendors must provide financial statements for the past [X] years to demonstrate their financial stability. The [Company] may reject proposals from vendors that do not meet the financial stability criteria.
RFP clause with timeline for selection process
This version includes a timeline for the selection process.
The [Company] will adhere to the following timeline for the RFP process:
- RFP issued: [Date]
- Proposal submission deadline: [Date]
- Vendor selection: [Date]
- Contract negotiation: [Date]
The [Company] reserves the right to adjust the timeline as needed.
RFP clause with notification of proposal acceptance or rejection
This version includes notification of proposal acceptance or rejection.
The [Company] will notify vendors in writing whether their proposal has been accepted or rejected by [Date]. Vendors whose proposals are rejected may request feedback on their submissions.
RFP clause with clarification of ambiguities
This version includes clarification of ambiguities.
If a vendor encounters any ambiguity or uncertainty in the RFP, the vendor must request clarification from the [Company] before submitting their proposal. The [Company] will provide written clarifications to all interested vendors.
RFP clause with vendor-specific proposal requirements
This version includes vendor-specific proposal requirements.
The [Company] requires that each vendor include a detailed description of their methodology, project management approach, and team structure in their proposal. Vendors must also include a timeline for project execution, highlighting key milestones and deadlines.
RFP clause with right to reject proposals for non-compliance
This version includes the right to reject proposals for non-compliance.
The [Company] reserves the right to reject any proposal that does not comply with the instructions and requirements set forth in the RFP. Non-compliance with any aspect of the RFP may result in immediate disqualification.
RFP clause with multiple rounds of evaluation
This version includes multiple rounds of evaluation.
The RFP process may involve multiple rounds of evaluation. In the first round, vendors will be assessed based on their qualifications and general proposal. In the second round, selected vendors will present their detailed plans and timelines for the project.
RFP clause with project scope clarification during vendor presentations
This version includes scope clarification during vendor presentations.
During vendor presentations, the [Company] may request further clarification of the project scope, deliverables, and any assumptions made in the vendor's proposal. This clarification will help ensure alignment between the vendor’s proposal and the [Company]’s expectations.
RFP clause with right to modify proposal terms
This version includes the right to modify proposal terms.
The [Company] reserves the right to modify the terms of the RFP or negotiate changes to the selected vendor’s proposal before finalizing the contract. Any changes will be documented and agreed upon by both parties.
RFP clause with vendor’s responsibility for compliance with regulations
This version includes vendor responsibility for compliance with regulations.
The selected vendor must comply with all relevant local, state, and federal laws and regulations during the performance of the project. The [Company] may terminate the contract if the vendor fails to adhere to these regulations.
RFP clause with proposal modifications post-submission
This version includes proposal modifications post-submission.
The [Company] allows vendors to modify their proposals after submission but before the proposal deadline. Any modifications must be submitted in writing and will be incorporated into the final evaluation.
RFP clause with cost breakdown submission
This version includes cost breakdown submission.
Vendors must submit a detailed cost breakdown for their proposed services, including labor, materials, and any additional costs associated with the project. The [Company] will use this breakdown to evaluate the financial feasibility of each proposal.
RFP clause with rejection of incomplete proposals
This version includes rejection of incomplete proposals.
Proposals that are incomplete or fail to include all required documentation as outlined in the RFP instructions will be rejected. The [Company] will not consider proposals that do not meet the submission requirements.
RFP clause with vendor performance bond
This version includes a vendor performance bond.
The [Company] may require the selected vendor to provide a performance bond to guarantee the successful completion of the project. The bond amount will be determined based on the project scope and value, as agreed upon by both parties.
RFP clause with intellectual property rights in proposal
This version includes intellectual property rights in the proposal.
Any intellectual property developed as part of the proposal or project must be outlined in the vendor's submission. The [Company] will retain ownership of any intellectual property created during the performance of the project unless otherwise agreed.
RFP clause with performance metrics for vendor selection
This version includes performance metrics for vendor selection.
Vendors will be evaluated based on their ability to meet specific performance metrics outlined in the RFP, including [X] response time, [Y] quality standards, and [Z] customer satisfaction. The selected vendor must meet or exceed these metrics throughout the project.
RFP clause with vendor’s responsibilities for project documentation
This version includes vendor’s responsibilities for project documentation.
The [Company] requires that the selected vendor maintain detailed documentation for all phases of the project. This documentation must be submitted to the [Company] for review at key stages of the project and will be used to track progress and ensure quality.
RFP clause with communication plan for vendors
This version includes a communication plan for vendors.
The [Company] requires that each vendor provide a communication plan that outlines how they will provide regular updates on project status, address issues, and collaborate with the [Company] and other project stakeholders.
RFP clause with post-project support proposal
This version includes post-project support.
Vendors must include a proposal for post-project support, including maintenance, troubleshooting, and training for [X] months after project completion. The support plan should outline response times, availability, and costs associated with ongoing support services.
RFP clause with vendor’s responsibility for compliance with labor laws
This version includes vendor’s responsibility for compliance with labor laws.
The selected vendor must comply with all applicable labor laws and regulations, including those related to employee wages, benefits, and working conditions. The [Company] may terminate the contract if the vendor fails to comply with these obligations.
RFP clause with vendor’s responsibility for ethical business practices
This version includes vendor’s responsibility for ethical practices.
The [Company] expects vendors to conduct business in an ethical and transparent manner. The selected vendor must adhere to high standards of honesty and integrity and avoid any conflicts of interest or unethical business practices.
RFP clause with vendor’s responsibility for compliance with tax laws
This version includes vendor compliance with tax laws.
The [Company] requires that the selected vendor comply with all applicable tax laws and regulations during the performance of the contract. Any failure to comply with these laws will be grounds for termination of the Agreement.
RFP clause with right to reject proposals for lack of detail
This version includes rejection for lack of detail.
The [Company] reserves the right to reject any proposals that lack sufficient detail or fail to clearly address the requirements set forth in the RFP. Vendors must provide comprehensive information to ensure their proposals are evaluated properly.
RFP clause with multiple submission formats allowed
This version allows multiple submission formats.
Vendors may submit their proposals in [format options, e.g., PDF, Word document, etc.], as long as all required documentation and information are included. The [Company] will accept submissions in the format that best meets the needs of the vendor.
RFP clause with confidentiality of vendor submissions
This version includes confidentiality of vendor submissions.
The [Company] agrees to maintain the confidentiality of all proposals submitted by vendors. No vendor’s proposal will be disclosed to any third party without the express consent of the vendor, unless required by law.
RFP clause with clarification process for proposal submissions
This version includes a clarification process.
Vendors may request clarifications on any aspect of the RFP by submitting their questions in writing to the [Company] no later than [Date]. The [Company] will respond to all questions by [Date], and all clarifications will be shared with all interested parties.
RFP clause with vendor’s responsibility for compliance with safety standards
This version includes vendor compliance with safety standards.
The [Company] requires that all vendors adhere to relevant health, safety, and environmental regulations while working on the project. The vendor will be responsible for ensuring that their work environment complies with all safety standards.
RFP clause with proposal cost breakdown
This version includes a proposal cost breakdown.
Vendors must provide a detailed breakdown of costs in their proposal, including labor, materials, and any additional costs associated with the project. This breakdown will help the [Company] assess the financial feasibility of the proposal.
RFP clause with right to reject proposals based on pricing inconsistency
This version includes rejection for pricing inconsistency.
The [Company] reserves the right to reject proposals that contain pricing inconsistencies, errors, or discrepancies. Vendors must ensure that all pricing is accurate and aligned with the project’s scope and requirements.
RFP clause with proposal revisions based on feedback
This version includes revisions based on feedback.
After initial review, the [Company] may request revisions to proposals to clarify or refine certain aspects. Vendors will have [X] days to submit the revised proposal, which will be reviewed by the [Company] before a final decision is made.
RFP clause with submission of references from past projects
This version includes the submission of references.
Vendors are required to provide at least [X] references from past projects of similar scope and complexity. These references must include contact information for the client and a brief description of the project.
RFP clause with selection process based on best value
This version includes best value selection.
The [Company] will select the vendor based on the best value, which includes factors such as price, quality, experience, and timeline. The [Company] reserves the right to select a vendor whose proposal provides the best overall value, not necessarily the lowest price.
RFP clause with right to modify RFP terms
This version includes the right to modify RFP terms.
The [Company] reserves the right to modify the terms and conditions of the RFP at any time prior to the submission deadline. Any modifications will be communicated to all interested vendors and will be incorporated into the final RFP.
RFP clause with transparency in evaluation process
This version includes transparency in the evaluation process.
The [Company] will conduct a transparent evaluation of all proposals based on the criteria set forth in the RFP. The evaluation process will be documented, and the selected vendor will be notified of the evaluation results upon final decision.
RFP clause with compliance with anti-corruption laws
This version includes compliance with anti-corruption laws.
The [Company] requires that all vendors comply with applicable anti-corruption laws and regulations during the performance of this Agreement. Any violations of these laws may result in disqualification from the RFP process and termination of the Agreement.
RFP clause with conflict of interest disclosure
This version includes conflict of interest disclosure.
The [Company] requires all vendors to disclose any potential conflicts of interest that may arise in connection with the RFP process. Vendors must ensure that their involvement in the project does not present a conflict with their business or personal interests.
RFP clause with vendor’s responsibility for project scheduling
This version includes vendor responsibility for scheduling.
The selected vendor will be responsible for creating and maintaining the project schedule, ensuring that all milestones and deadlines are met. The vendor must notify the [Company] immediately if any delays or issues arise that may impact the schedule.
RFP clause with restrictions on vendor lobbying
This version includes restrictions on lobbying.
The [Company] prohibits vendors from engaging in lobbying or any form of influence-peddling related to the RFP process. Any attempt to influence the decision-making process may result in the disqualification of the vendor from consideration.
RFP clause with government agency involvement in evaluation
This version includes government agency involvement.
The [Company] may involve relevant government agencies in the proposal evaluation process to ensure that the selected vendor complies with all necessary regulations and standards. The [Government Agency] will have a role in finalizing the selection.
RFP clause with review of alternative proposals
This version includes review of alternative proposals.
The [Company] may review alternative proposals submitted by vendors that suggest modifications to the scope of work or offer alternative solutions. These proposals will be evaluated on the same criteria as the original proposals.
RFP clause with commitment to diversity and inclusion
This version includes a commitment to diversity and inclusion.
The [Company] encourages vendors to demonstrate their commitment to diversity and inclusion by including information on their hiring practices, workforce diversity, and any diversity initiatives they are involved in. This will be considered as part of the evaluation process.
RFP clause with right to negotiate post-selection terms
This version includes right to negotiate terms.
After the selection of a vendor, the [Company] reserves the right to negotiate the terms and conditions of the contract, including pricing, scope, and schedule. No formal agreement will be signed until these terms are finalized.
RFP clause with option for partial award
This version includes an option for partial award.
The [Company] reserves the right to award the contract in parts if multiple vendors are found to provide superior proposals for different sections of the project. Vendors may submit proposals for specific portions of the work outlined in the RFP.
RFP clause with vendor responsibility for maintaining confidentiality
This version includes vendor responsibility for confidentiality.
The selected vendor agrees to maintain the confidentiality of all proprietary and sensitive information provided during the RFP process. Any breach of confidentiality may result in immediate termination of the contract and legal action.
RFP clause with right to reject proposals for non-compliance with submission requirements
This version includes rejection for non-compliance.
Proposals that do not meet the submission requirements outlined in the RFP will be rejected. The [Company] reserves the right to disqualify any vendor whose proposal does not include the required documentation or fail to follow submission guidelines.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.