Before you work on an RfP
You see a public RfP on one of the websites of the list and compare the
technical requirements with your company's capabilities. You recognize
that it matches well, you have related references and more reasons to
convince the client, and you have the internal ressources to work on
the proposal. But do you really have a chance to win that deal?
Most likely your competitors already built a good relationship with the
client. They possibly influenced the RfP in a way that everybody else
has severe problems to win it. Or the current provider can reuse
existing hardware for the new contract and therefore is in a pole
position. Such reasons can destroy all your chances you otherwise might
have had. You should seriously consider all this, invest some time to
investigate the current provider, try to ask the client if he really is
open for a new vendor, especially one from abrod. And check if you can
find phrases or requirements in the RfP document that give your
competitors many more possibilities than you. All these early
investigations are a good investment as you also learn a lot about your
target market through these activities. But avoid to waste your
internal resources on producing detailed proposals when there is
absolotutely no realistic chance to win the deal.
after all the considerations mentioned above you still think that it is
worth to invest the time to create a detailed proposal, you should know
about the formal prerequisites of German public RfPs. These can vary.
Provided below is a list of the most common required statements and
Details to enable the buyer to verify that the
requirements are met
A summary of the bidder's vision, mission and goals, the purpose of the
enterprise and the introduction of the management.
Statement regarding the use of subcontractors
You can declare that you will not use any subcontractor or in case you
want to use a subcontractor, you have to provide the name and contact
details along with all the documents you also have to provide for your
own company (these are listed below).
Depending on the RfP a bidding consortium can be accepted. All
participants of that consortium will then be liable for the entire deal
Reliability Statement according § 7 a Nr. 2 VOL/A
In case a bidder was convicted to one of the delicts listed below, he
is not allowed to participate in a public RfP process.
- creation of a criminal association in Germany or
- terrorist activities in Germany or foreign
- money laundering
- financial fraud
- economic subsidy fraud
- not paying public dues
Reliability Statement according § 7 a Nr. 3 VOL/A
Usually bank statements prooving the bidders standing are expected.
These statements should proof that the bidder has the solvency to work
on a project of the RfP's size. This overlaps also with the topics
mentioned below 'Revenue Report'. Also the certificate to meet certain
quality standards or specific requirements can be requested.
Statement regarding industrial property rights
The bidder has to declare that he respects German
and international property rights.
Scientology Protection Statement
The bidder has to declare that the company is not influenced by the
Scientology Church and that no member of the company's management is a
member of the Scientology Church.
Statement regarding children's work
It is not allowed to offer products which are produced with the help of
children. Even if the products offered are prduced without the use of
children, companies can be excluded if the use children for other
Report about the bidder's revenues (in total and related to the
product/service offered) for the past 3 years. usually the annual
reports of the past 3 years are expected.
Certificate for a liability insurance
The bidder has to proof that he has a valid liability insurance. The
amount depends on the type of business and the size of the RfP.
Statement regarding social security contribution and
The bidder has to declare that all social decurity contribution has
been payed and that there is no insolvency process with the bidder's
company. Often a statement from the authority who runs the register of
companies becoming insolvent is required.
If not specified different, it is usually expected that the bidder had
at least 3 comparable contracts in the past 3 years with each contract of at least
the RfP volume. Only contracts with the same sort of products/services
as requested in the RfP are relevant. Other references will be ignored.