STEAM Camp RFPs

Executive Summary

Open Source Ecology is soliciting Reqeusts for Bids for curriculum and prototepes related to the Open Source Microfactory STEAM Camp.

Present the Specifications

Present the specifications clearly, in terms to which the vendors will respond. Define the nature and scope of your project, your needs, your expected outcome and any other essential information. Be specific; there is a significant difference between needing a website designed and needing a website designed, updated and regularly managed.

Give Instructions to Bidders

Clearly state the instructions for how the communication process will be handled during the solicitation process. If you want vendors to contact a single person at your organization, make that clear. If there will be a presentation for vendors to attend, include all details on that. If you do not want vendors to contact you at all during the process, state that definitively. Make a determination on how the bids will be received by you, whether they must be sealed and what the deadline is.

Include the Boilerplate

Explain that the RFP is not a contract and that responding to it does not guarantee selection. Make sure to include information that will make a vendor’s response worth the vendor’s time. Lay out details on the budget, the contract, the form of payments and the evaluation of work while the project is active.

Include any legal, copyright, insurance and ethical considerations for the vendors to consider. This includes, but is not limited to, confidentiality agreements, minority vendor requirements, local regulations, safety considerations and business practices.

Give Additional Instructions

Specify any distinct instructions on how the responses should be formatted. Instruct the vendors on how you want to see their proposal numbers, what information they should include with their proposals, such as copies of insurance information or business licenses.

Describe the Selection Process

Include your invitation to bid with a few paragraphs regarding the selection process. Let the vendors know whether or not they will be notified if they do not get the job as well as what to expect if they are selected for the job.