Supplement No.

(R)

<PPP Project Name>

Request for Information

<Proposal Title>

Prepared By:
Document Version:
Date:

<Author>
<N.N>
<Month, Year>

<PPP Project Name>

TEMPLATE INTRODUCTION
The template will present a standard format for a Request for Information for an egovernment PPP,
The template serves three main purposes:
1.

Acquiring more Information about a certain basic partner to aid in issuing the PPP
procurement documents and according to competitive system, government
procurement and its approved operational and financial rules and regulations.

2.

Ensuring that sponsor agencies develop well-conceived tender documents for PPP
projects and clarifying the competitive system requirements .

3. Provide a basis for negotiation of a final PPP agreement.

RFIs are drafted based on the business case and feasibility assessment previously done (and
approved) for the project. It acts as a tool to gather more information about a certain vendor
in order to strengthen the procurement document (RFP).

Request for Information

<PPP Project Name>

TABLE OF CONTENTS
1

TEMPLATE INTRODUCTION

EXECUTIVE SUMMARY

MINISTRY/AGENCY OVERVIEW

PROJECT OVERVIEW6

RFI REQUIREMENTS PROCESS

5
7

5.1
STRUCTURE OF THE DOCUMENT 7
5.2
PARTICIPATION TO RFI
7
5.3
RFI SCHEDULE
7
5.4
RFI RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION
5.5
RFI TERMS & CONDITIONS
8
5.5.1Liabilities of Ministry/Agency 8
5.5.2Confidentiality & RFI Ownership
8
6

HIGH LEVEL BUSINESS REQUIRMENTS

6.1
6.2
6.3
6.4
6.5
6.6
6.7

OVERVIEW OF FUNCTIONAL REQUIREMENTS

9
OVERVIEW OF INFORMATIVE SECURITY REQUIREMENTS AND PRIVACY PROTECTION 9
OVERVIEW OF PERFORMANCE REQUIREMENTS
9
OVERVIEW OF AVAILABILITY REQUIREMENTS
9
OVERVIEW OF TECHNICAL REQUIREMENTS
9
LEGAL REQUIREMENTS
9
OPTIONAL REQUIREMENTS
9

RESPONSE FORMAT 10
7.1
7.2

SAMPLE I 10
SAMPLE II12

PROJECT REFERENCES -- (APPENDIX -- I)

Request for Information

15

<PPP Project Name>

EXECUTIVE SUMMARY

<Brief summary about Ministry/Agency, the need for the information of the potential hardware /
software / services, the RFI is being prepared for and expectation about the basic partner and the
solution / service to be obtained.>

Request for Information

<PPP Project Name>

MINISTRY/AGENCY OVERVIEW

<A brief overview about Ministry/Agency in terms of:

history
strategic objectives and direction
current organizational structure; and
any other relevant information about Ministry/Agency in relation to the project.>

Request for Information

<PPP Project Name>

PROJECT OVERVIEW

<This Section provides a summary overview of:

project goals;
objectives;
scope (for example, of services to be delivered);
proposed pricing of services to be delivered;
key performance indicators;
partnership structure (e.g., PPP model);
financing or project;
financial arrangements between partners (e.g., revenue shares);
expected service delivery;
stakeholders; and
Other basic information about the project.>

Request for Information

<PPP Project Name>

RFI REQUIREMENTS PROCESS

<This Section describes the RFI process for the selected basic partners to which the RFI is sent.>

STRUCTURE OF THE DOCUMENT

<Describe the structure of the RFI document and the sections included in it.>

PARTICIPATION TO RFI
<Explain requirements for the participation of a basic partner in RFI being circulated.>
Basic partners willing to participate should confirm to <Agency issuing RFI> within
<number of days> days of receiving the RFI their Intent to Respond. A failure to confirm
will signify that a basic partner is not participating in the RFI and <Agency issuing RFI> will
require an immediate return of the RFI
All basic partners confirming their participation should send the Intent to Respond to the
attention of:
<RFI Contact Name & E-mail address>

RFI SCHEDULE
<Schedule must be adapted and aligned to the needs and time requirements of each project.>
RFI key dates are the following:
T0
T0 + # of days, time: 10:00
T0 + # of days
T1 = T0 + # of days, time:
12:00
T1 to T1 + # of weeks

T1 + # of weeks

RFI made available to the bidders

Deadline for addressing questions
Response to all questions
Deadline for receiving bid (all material)
Bids to be evaluated. Bidder(s) will be invited to present
solution to Ministry/Agency (presentation meetings, not
negotiation meetings). Live demonstrations can be
launched at this presentation.
Decision to launch an RFP

RFI RELATED QUESTIONS / CLARIFICATIONS / SUBMISSION

<Clarify who is the contact person for any queries and clarification needed with regards to the
RFI and submission rules.>
All questions related to this RFI should be directed to
<Name of Project Manager & E-mail address>.
Request for Information

<PPP Project Name>

Basic partners must ensure that the proposal is delivered in duplicate and received at the
following address before the tender closing date <Tender closing Date>.
<RFI Contact Name>
<Address Details>
Any notices with respect to this RFI should also be mailed to the above Contact and
Address.

RFI TERMS & CONDITIONS

<State the detailed terms and conditions for the RFI. Those terms and conditions to be split
into sub-section under this section.>

Liabilities of Ministry/Agency
<State the liabilities of Ministry/Agency with regards to the RFI.>
This RFI is only a request for information about potential products / services and no
contractual obligation on behalf of Ministry/Agency whatsoever shall arise from the RFI
process.
This RFI does not commit Ministry/Agency to pay any cost incurred in the preparation or
submission of any response to the RFI.

Confidentiality & RFI Ownership

<State the confidentiality and ownership of the RFI.>
This RFI is both confidential and proprietary to Ministry/Agency, and Ministry/Agency
reserves the right to recall the RFI in its entirety or in part. Basic partners cannot and agree
that they will not duplicate, distribute or otherwise disseminate or make available this
document or the information contained in it without the express written consent of
Ministry/Agency.
Basic partners shall not include or reference this RFI in any publicity without prior written
approval from the client, which, if granted, shall be granted by the individual named above.
Basic partners must accept all of the foregoing terms and condition s without exception. All
responses to the RFI will become the property of Ministry/Agency and will not be returned.

Request for Information

<PPP Project Name>

HIGH LEVEL BUSINESS REQUIRMENTS

<State the high level business requirements as requested by the concerned unit inquiring about the
solution / service.>

OVERVIEW OF FUNCTIONAL REQUIREMENTS

OVERVIEW OF INFORMATIVE SECURITY REQUIREMENTS AND PRIVACY

PROTECTION

OVERVIEW OF PERFORMANCE REQUIREMENTS

OVERVIEW OF AVAILABILITY REQUIREMENTS

OVERVIEW OF TECHNICAL REQUIREMENTS

LEGAL REQUIREMENTS

OPTIONAL REQUIREMENTS
<For example, nice-to-have functionality that Ministry/Agency may chose to either include or not
include in the final contract or at a later stage and that should be priced separately.>

Request for Information

<PPP Project Name>

RESPONSE FORMAT

<State in a tabular format the information needed to be collected about the basic partners and the
potential product / service. The below table is a guideline sample :>

SAMPLE I
Question
Partner name
Parent company
Partner address
Name of person responsible for the information contained
in this RFI
Telephone number
Fax number
Email address
Web page
Initial year of operations
Partner location:
Corporate office
Local offices (KSA)
Other office
Number of employees:
Total
Development
Implementation
Sales & administration
Support
Employee turnover rate
Employee satisfaction (if surveyed and known)
Key employees (names and terms of contract)
Total revenue:
Current year
Previous year
Total profit/loss
Current year
Previous year
Give details of your business continuity arrangements.
Have you supplied to customers in a similar industry, with a
similar growth profile that would act as a reference site for
you? If so then please state them
Total number of installations of the version of the software
being proposed, which have been carried out by your
organization?
Describe any third party alliances/relationships
Please provide details of any outstanding legal action
Request for Information

10

Response

<PPP Project Name>

Question
against your company or any directors or partners.
Are there any anticipated mergers or acquisitions pending?
Please provide information on your implementation
methodology.
What documentation is provided for the software / system?
Was your software written by your organization or acquired
from a third party?
Training:
Do you offer formal user training?
What type of courses do you run and what is their
duration?
What level of training would you recommend?
Describe any training materials offered?
Please provide details of how the product is supported
across multiple sites globally.
What levels of support is available, definition of each level
and what are the hours of operation and response times?
Where are the support services located?
Does support include product updates, as well as bug fixes
at no extra charge?
What is the helpdesk escalation procedure?
Please summarize the total costs of your product.
What are the licensing costs for individual parts of the
solution?
Are new releases chargeable separately?
What are your consultancy rates to help with
implementation?
What do you charge for customization?
What do you charge for training?
What are the maintenance and support costs? Please give a
breakdown.
Do you offer discounts for volume purchases?
Do you levy any charges for software or services during the
evaluation period?

Request for Information

11

Response

Attach as required.

<PPP Project Name>

SAMPLE II
<Another sample if the RFI is about acquiring a software product. This form can be tailored to fit
any type of request from software, hardware, operations and servicesetc>
Tick as
Appropriate

Software Details
1

What Database Management System does your software use?

a. ORACLE
b. MS SQL Server
b. Oracle/Spatial option
c. Other (Please Specify)

What Operating System(s) are required for the software to run?

Client

Server

a. UNIX (Please Specify Version)

b. WINDOWS (Please Specify Version)
c. LINUX (Please Specify Version)
d. WINDOWS NT (Please Specify Version)
e. Other OS (Please Specify Name/Version)

What architecture does your software use?

a. Client/Server
b. LAN
c. Mainframe/Mini-computer
d. Web-based
e. Other (Please Specify)

Will the source code be provided upon purchase of the software?

What is the average cost per module?

Yes

No

Yes

No

a. Under USD 5,000

b. USD 5,000 to USD 15,000
c. USD 15,000 to USD 25,000
d. Above USD 25,000 (Please Specify)
6

Will you be willing to make the full modules available for testing at our local site?

Request for Information

12

<PPP Project Name>

How long has the proposed software version been available for use?
a. Under 1 year
b. 1-3 years
c. Above 3 years (Please Specify)

How often are upgrades done on the software

a. Under 1 year
b. 1-3 years
c. Above 3 years (Please Specify)

Do you provide a report writer/query facility with the software?

Yes

No

10

Is the software provided with:

Yes

No

Yes

No

Yes

No

Yes

No

a. On-line help facility

b. Context-sensitive help facility
13

Is the software provided with a complete set of user documentation?

a. CD-ROM
b. Hard copy

11

Is the software provided with a complete set of system documentation?

a. CD-ROM
b. Hard copy
What development tools are provided with the software (Please Specify)

12

Basic partner Details

13

How long has your company been in the software business?

a. Under 3 year
b. 3-5 years
c. Above 5 years (Please Specify)

14

Does your company provide training for users:

a. At the implementation stage

Request for Information

13

<PPP Project Name>

b. With each successive upgrade
15

Do you provide consultancy services in the areas of:

a. Development
b. Capacity Planning
c. Deployment
d. Data Conversion
e. Configuration Management
f. Change Management
g. Training
h. Other (Please Specify)

Request for Information

14

Yes

No

<PPP Project Name>

PROJECT REFERENCES -- (APPENDIX -- I)

<The basic partner should at least list three previous projects achieved providing project scope, date,
owner, status, pricingetc>

Request for Information

15