5.1.1 Develop RFP documentation

Development of the RFP should be undertaken concurrently with the development and evaluation of EOIs. This enables the project to proceed in the most efficient manner and will require the project team to be sufficiently resourced to manage the multiple project components concurrently.

The RFP is the formal bid document issued by government. Its purpose is to outline the specific requirements of government (including the design, operational, commercial and legal aspects) and to seek fully committed and binding responses from the short-listed bidders. This makes the RFP the single most important document in the PPP process. It is therefore important that sufficient time and expertise are invested in its development. Short-listed bidders expend considerable time and money on the bidding process and a poorly structured definition of the project requirements, lack of clarity about the hurdles to be met, or subsequent amendments to the RFP are likely to draw criticism and adversely affect the timeframes.

The RFP documentation is often extensive and can contain multiple sections. The quality of the RFP documentation is a key factor in running an efficient tender process and managing bid costs. An example of the RFP document structure for a social infrastructure project is shown in the table below.

Table 5‑1: Example RFP documentation

The following sections detail key components that should be included in RFP documentation.