Server Virtualization RFP Template
Server Virtualization RFP Template
Server Virtualization RFP Template
ISSUED DATE:
SUBMISSION DATE: {DATE} AT {TIME} EST
RFP COORDINATOR:
{CONTACT INFO}
{NAME}
{INCLUDE COMPANY}
{PHONE}
{ADDRESS}
{EMAIL}
{WEBSITE}
However, very often the RFP process is run by people who have never written or
experienced a RFP to select and outsourced IT service provider. This leaves them
with getting too few bids or bids that waste their time. Our goal with the
template below is to give you the basic questions to ask and measurements to
think about that you might need to create your own technology RFP. And more
importantly run the RFP process without too much frustration and with the end
result of an outsourced IT partner that can truly help drive your business.
This template (which is easy-to-use and ready to edit) is completely free to use with
no obligations and no string attached. However as you will have noticed from
this website, we are a Toronto based IT managed services fi rm. Should you be
interested in discussing what needs drove you into looking for and IT RFP
template we would be more than happy to discuss them with you. Simply
contact us or call us at 416-483-8332.
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{Insert date} Insert Company Name
Table of Contents
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{Insert date} Insert Company Name
Industry
Products/Services Offered
Sector
Geographic region and satellite offices
Major drivers of server virtualization
How many users
Expected Growth
Objectives of the users who will use the system
What main goals you plan to achieve with this system
{Insert}
Who is in charge of the environment
How many users
Is it a PC or MAC environment
What is the server situation
Where are those servers located
What is the network situation
What is the backup process
Who is currently providing technical support and guidance
Are there any ad hoc solutions that have been implemented that a vendor should
be aware of?
What applications do you use, who is it used by, what functions does it serve, is it
hosted/local/COTS and when are the applications available to be used (24x7 or
8x5)
What is your technical standards reference model? How would you break down
your system into application layer, data layer, security layer and infrastructure?
What software are you running to manage your servers (vendor and version)
What year was your solution implemented?
What is your server availability (24x7 or 8x5)
What are the major functions of your server solution?
The system interfaces with [x] technology to locations with limited bandwidth
Whats the customization of your current system?
Our CPU utilization averages to
The [company name] technical staff is responsible for what duties?
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{Insert date} Insert Company Name
4 Service Requirements
As part of this RFP, the following services are the current priority items for {Company
Name}:
5 Selection Criteria
{Company name} will use multiple criteria to select the most appropriate partner.
Respondents are encouraged to be as aggressive and creative as possible in their proposals.
The following list summarizes the major qualitative areas that will be evaluated, along with
their overall weighting.
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{Insert date} Insert Company Name
Expressed Interest
Vendor strength and stability
Reporting capabilities
Financial considerations
7 Information Requirements
For the purposes of understanding more about your company and your ability to successfully
fulfill this important {Company Name} requirement, please provide the information below as
part of your response, clearly referencing each specific question.
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{Insert date} Insert Company Name
3. Please identify the team that will be assigned to the account and describe how
you plan to interact with us and any third party providers that may provide
services to {Company name}.
4. Please describe your experience in providing server technology and service for your
customers, focusing on planning, implementation, and ongoing support.
5. Can you provide specific examples of how you have worked with customers that
began with significant technology limitations and helped to successfully transform
them into organizations with well planned and executed technology strategies? What
were the critical success factors in this transformation?
6. How can we be confident that hardware pricing levels will be aggressive and will
remain highly competitive over a multi-year period during which new models may be
introduced?
7.5 Support
1. Describe fully your customer support options including the assistance request
process, escalation process, support hours, response times, staffing levels, staff
expertise, and physical location of the help desk.
2. Describe fully your implementation support options, with turnkey on-site
implementation and project management support.
3. Please provide details on your standard reporting capabilities.
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{Insert date} Insert Company Name
7.6 Financials
{Company name} has a total budget of {$$$} {currency type} for this project. Please fill
out the following cost breakdown for the implementation of the proposed server
virtualization solution. The vendor must agree to keep these prices valid for {# of days} as
of {date, time, time zone}.
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{Insert date} Insert Company Name
11 Vendor Presentations
Our intention is to hold presentations/demonstrations with one or more firms on the
Presentations dates indicated in the Key Dates table below. The presentations will be held
at {Company Name} at {Address} and we will endeavour to provide the successful firms
with as much advance notice as possible.
12 Key Dates
RFP Intent to Respond Answers Proposals Presentation
Issued and Provided Due s
Event Questions Due
Date
Time
13 No Obligation
The submission of a proposal shall not in any manner oblige {Company name} to enter
into a contract or to be responsible for the costs incurred by your organization in
responding to this request.
14 Agreement of Non-Disclosure
This document is considered to be proprietary and shall not be disclosed to any other
party. It is designed, developed and submitted to potential partners of {Company
Name} solely for the benefit of {Company Name}.
15 No Guarantee
{Company name} makes no guarantee of future volumes and offers volume information for
directional purposes only, to assist vendors with proposal preparation.
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{Insert date} Insert Company Name
Before giving to reviewers the Procurement Team Leader should enter each evaluation criteria to be
scored in first column and indicate the priority level under the multiplier column. The evaluation
criteria with the highest priority will have the highest multiplier, e.g., x 10 and the lowest priority
criteria will have the lowest multiplier, e.g., x 1. Multiply the multiplier by 5 to obtain the highest
number of points for each criteria (since 5 is the highest score).
Reviewers must check one score (0-5) for each criteria. Multiplying the marked score by
the multiplier will result in the total points awarded for that criterion
NAME OF BIDDER: Score Score Scor Scor Score Score Points Maximum
Unsatisfactor Satisfactor e e Excellen Outstandin Multiplier Awarded Points
RFP TITLE: y y Good Very t g (mark Available
Good score (5 x
NAME OF REVIEWER: from (0-5 multiplier)
0 pts 1 pt 2 pts 3 pts 4 pts 5 pts and
multiply
by
multiplier)
EVALUATION
CRITERIA LISTING
EXAMPLE - 1 XX (x 5) 25 25
EXAMPLE - 2 XX (x 2)) 6 10
EXAMPLE - 3 XX (x 1) 2 5
1. Industry (x __)
expertise and
experience
3. Architecture (x __)
4. Requirement
satisfaction
5. System (x __)
administration
6. Vendor (x __)
strength and
stability
7. Account (x __)
management
8. Reporting (x __)
capabilities
9. Financial (x __)
considerations
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{Insert date} Insert Company Name
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