5 Part 5: V-Modell Reference Work Products

5.3 Products

5.3.6 Acquisition and Contracting

5.3.6.1 RFP Concept

Process module: Drafting and Conclusion of Contract (Acquirer)

Responsible: RFP-Manager (when using process module Drafting and Conclusion of Contract (Acquirer))

Purpose

Requests for proposals of public purchasers are subject to specific regulations, like »VgV, »GWB, »VOL, »VOF , »VOB, »UfAB III and »WiBe 21. These define when which form of contract award must be selected and which time plan is applied. The »RFP Concept specifies a legally correct and reasonable procedure for the request for proposal.

Under certain circumstances, also private purchasers may be regarded as public purchasers in accordance with the EU provisions on the award of public contracts (compare GWB, particularly § 98, and the VgV).

If a private user invites »Offers without conducting an request for proposal, this product may be deleted. In this case, the »Request for Proposal corresponds to a request for an offer and is not subject to any legally prescribed regimentations.

Is generated by

Project Manual, Make-or-Buy Decision (see product dependency 4.29)

5.3.6.1.1 Overview and Evaluation of Alternatives

There are several possibilities for conducting an »Request for Proposal. This subject lists the possibilities permitted by contract award law. Based on prespecified criteria, e.g., contract volume and type of contract, the applicability of the award procedures will be assessed, and the results will be documented.

5.3.6.1.2 Selection of a RFP Concept

In this subject, the results from the »Overview and Evaluation of Alternatives are summarized, and an RFP concept will be selected. The selection shall be justified and documented.

5.3.6.1.3 Request for Proposal - Organization and Guidelines

In this subject, the »Request for Proposal will be planned in detail in accordance with the selected RFP Concept. The central key figures, e.g. deadlines, blocking periods, and required documents, must be concretized and planned appropriately. In the public sector, the sequence is normally specified by the selected »RFP Concept. However, also private users must specify the sequence accurately in this subject.

5.3.6.1.4 Distribution List

This subject specifies the distribution of the »Request for Proposal. Depending on the RFP procedure, the request for proposal may be distributed by a participation application, which shall be documented here, the applicable publication channels or a list of potential suppliers. Data from the supplier database of the »Purchaser should be taken into account when the distribution list is prepared.

In case of a public request for proposal (national procedure) or an advertising for tender (EU-wide procedure), this listing of potential suppliers may be deleted.