Request for Proposal

This section describes the sample Request for Proposal (RFP) that has been created for use by broadband project proponents to obtain proposals from ISPs for implementation of broadband networks[1]. It is based on a number of actual RFPs that have been issued for such municipal broadband projects. This sample RFP may be used as a reference template for municipal use and is provided separately from this toolkit document. It is not uncommon to hire expert resources for this stage that have experience in drafting and evaluating broadband RFPs, which are inherently technical in nature.

It is assumed that the organization leading the broadband project initiative, whether it is a non-governmental organization, a municipality, or other municipal agency, will be issuing the RFP for broadband services. This organization is referred to as the issuing agency, or the issuer.

The purpose in issuing an RFP is for the issuing agency to identify ISPs who have an interest in entering their region for broadband deployment and to assess their capabilities and costs involved. It is anticipated that some level of financing will be required to undertake the project and the RFP response will provide an indication of the funding required. More directly, once a decision is made by the lead organization to proceed, the responses may be used to select an ISP vendor to partner in the project.

[1] The overview and RFP template provided are specifically focused on procuring an ISP to enter the municipal market to build its own network and offer broadband services. For municipalities choosing to build their own networks it is expected that an RFP process would also be followed, but the RFPs would have a different focus based on the nature of the services, equipment, or materials being procured.

RFP Description

The RFP Template is a sample and must be customized with information specific to the municipality issuing the RFP. Areas where the RFP issuer must add content are identified with a description of what should be included.

The major content headings of the RFP are:

1. Project Overview
2. Project Administration
3. Community Overview
4. Technical Requirements
5. Project Management and Support
6. Respondent Qualifications and References
7. Estimated Revenues and Costs
8. Contracts and Licences

Appendices:

1. Technical Requirements
2. Cost Proposal Requirements

The sample RFP does include a technical section that provides information as to general requirements that should be considered by technical experts supporting the community. It is assumed that the issuing agency has existing procedures and practices for issuing RFPs and evaluating responses.

The Project Administration and Community Overview sections will require additional input from the issuing agency. These are related to standards in the issuer’s purchasing practices and concerns that may be based on legal constraints. The sample RFP attempts to anticipate and to reference as many concerns as are typically considered, however the issuer should ensure that the RFP is complete and aligned with their own procedures and contractual requirements. The issuer should also modify or add sections as appropriate, such as standard terms and conditions, and legal clauses.

This guide proposes what some of the content for the RFP sections may be, and provides a framework to ensure the issuer has considered a number of aspects in these areas. Some of the sections have suggested text and may only require name changes or additions. All of the wording should be reviewed, however, to ensure that it is consistent with the issuer’s vision and plans. Other sections will require preparation by the issuer such as Community Overview. This section has some guidance as to the best type of information to include, directing the ISP in providing the best answer that will support your request.

The Technical Requirements section endeavours to list a set of measurable goals that will make a network similar to those that deliver services in urban areas. Once again the issuer may wish to make adjustments as needed. We recommend that you only do that in consultation with technical resources, however, who understand the dynamics of the network and the expertise required to supply alternate or additional specifications for the network. The specifications listed in the technical requirements are technology agnostic. This means that they have not been developed with specific technology in mind, but rather with features and capabilities that are important to the end users of the network.

It should be noted that the RFP is designed to collect information from respondents that would be included in a Technical Plan as well as a Business Plan, and that there is a requirement within the RFP for the respondent to provide both plans if they are selected. The Technical Plan is discussed in Section 9 and the Business Plan is discussed in Section 10 of this toolkit document.

The issuer should read through the RFP and decide if it is an appropriate framework for their needs. The more information that is provided in the RFP, the more the ISP will be required to provide. Incorporating tables and other mechanisms to guide the responses will make it easier for the ISP to understand and to provide the information that you expect.

Evaluating Proposals

This section provides a guide to assist in evaluating the proposals received in response to the RFP. It is a guide to assist the issuing agency who may not have experience in evaluating responses related to broadband, and who may have limited knowledge of the technical differences between proposals. In addition, the evaluation includes aspects related to the business case for the bidders and provides the opportunity to score on these criteria as well.